Procurement Assistant in Harare, Harare at American Friends of Mutala

Africa Clinical Research Network (ACRN) is an African-led clinical research organization building the next generation of trial capacity across the continent. We work with existing hospitals, research units, and investigators to enable high-quality clinical research—from investigator-initiated studies to late-phase and registration trials—while strengthening local systems, skills, and infrastructure.

ACRN operates as a pan-African site management and research delivery platform, combining strong clinical operations, regulatory expertise, data and digital systems, and quality management. Our model is practical and embedded: we focus on making trials work in real settings, reducing friction for sites, sponsors, and regulators, and delivering reliable, audit-ready data.

We partner closely with governments, regulators, academic institutions, and industry to expand Africa’s role in global clinical research, while ensuring that studies generate local value—through workforce development, institutional strengthening, and improved patient care.

At ACRN, you’ll work on meaningful, complex projects with global impact, alongside a multidisciplinary team that values rigor, accountability, and innovation. We are building something durable, ambitious, and distinctly African—and we are looking for people who want to help shape it.

About The Role

As a Procurement Assistant you will support end-to-end procurement activities to ensure timely, compliant, and cost-effective sourcing of goods and services. In this full-time, fixed-term salaried role, you will help identify and onboard suitable suppliers and service providers across a range of categories, assist with documentation and coordination of contracts, and work closely with internal stakeholders to meet study and operational needs. You will also contribute to maintaining accurate procurement records, supporting vendor management, and upholding established policies, procedures, and legal/contractual standards.

What You'll Do

• Support the identification and pre-qualification of suitable suppliers and service providers for study and operational needs (e.g., clinical supplies, laboratory consumables, courier services, printing, IT, and facilities).
• Conduct basic market research to identify potential vendors, benchmark pricing, and gather information on product/service offerings and market trends.
• Maintain and regularly update supplier and vendor databases, including contact details, capabilities, certifications, and performance notes.
• Assist in obtaining and comparing quotations, proposals, and bids in line with company procurement policies and budget requirements.
• Support the preparation, review, and processing of purchase requisitions, purchase orders, and related documentation in coordination with internal stakeholders.
• Collaborate with the Legal & Contracts department to ensure that procurement activities, supplier agreements, and purchase documents align with legal, regulatory, and contractual requirements.
• Help coordinate the drafting, review, routing, and execution of supplier contracts, amendments, and service agreements, ensuring proper approvals are obtained.
• Track order status and delivery schedules; follow up with suppliers and internal teams to resolve delays, discrepancies, or issues related to quality, quantity, or documentation.
• Assist in monitoring supplier performance against agreed service levels, pricing, and contractual terms, escalating concerns where necessary.
• Maintain accurate, organized records of procurement activities, contracts, and correspondence for audit and compliance purposes.
• Support invoice verification by matching invoices to purchase orders and delivery notes, liaising with Finance and suppliers to resolve billing discrepancies.
• Contribute to the implementation of procurement best practices, cost-saving initiatives, and process improvements.
• Ensure adherence to the organization’s procurement policies, ethical standards, and compliance requirements at all times.
• Provide general administrative and coordination support to the Procurement and Legal & Contracts teams as required.

Qualifications

• Diploma or bachelor’s degree in Supply Chain Management, Procurement, Business Administration, Finance, Logistics, or a related field; or equivalent relevant experience.
• Approximately 2 years of hands-on experience in procurement, purchasing, or supply chain support (experience in a regulated or contract-heavy environment is an advantage).
• Basic understanding of procurement principles, vendor selection, and competitive bidding processes.
• Familiarity with purchase requisitions, purchase orders, contracts, and related documentation workflows.
• Experience using procurement, ERP, or purchasing systems, as well as standard office productivity tools (e.g., Excel, Word, PowerPoint).
• Strong organizational skills with the ability to manage multiple requests, priorities, and deadlines simultaneously.
• Good analytical and numerical skills, with attention to detail in reviewing quotations, pricing, and contract terms.
• Ability to work collaboratively with cross-functional teams, including Legal, Finance, Operations, and other internal stakeholders.
• Effective written and verbal communication skills in English, with the ability to interact professionally with suppliers and colleagues.
• Demonstrated integrity, discretion, and respect for confidentiality, particularly when handling pricing, contract, or supplier information.
• Proactive, service-oriented mindset with a willingness to learn and contribute to continuous process improvement.
  
  Application Deadline: 21 August 2026