Procurement Officer

1. Procurement & Supply Chain Management:

○ Coordinate daily procurement activities in full compliance with the organisation's

standards, Standard Operating Procedures (SOPs), and specific donor regulations.

○ Assist program and operational teams in regular procurement planning meetings,

providing technical guidance on Purchase Request (PR) drafting, specifications, and

realistic timelines.

○ Manage end-to-end purchasing processes using the organisation's standard paperwork:

Purchase Requests (PRs), Requests for Quotations (RFQs), Tender Packages, Bid Analyses,

Purchase Orders (POs), Service Contracts, and Goods Received Notes (GRNs).

○ Facilitate Procurement and Contract Committees, ensuring transparent review,

evaluation, scoring, and documentation of competitive bids.

○ Establish and manage Long-Term Agreements (LTAs) and Master Service Agreements

(MSAs) for high-frequency, commonly used items and services.

2. Vendor Management & Compliance:

○ Collect quotations, market price lists, and formal bids from reliable local and national

suppliers.

○ Conduct thorough due diligence, background checks, and automated compliance

screening on all suppliers to prevent fraud, bribery, money laundering, human trafficking,

or child labor.

○ Build and continuously update the organisation's Supplier Database and local market

price catalogue.

○ Sensitize suppliers on the organisation's procurement ethics, anti-corruption policies, and

compliance standards.

3.Tax Compliance & Finance Coordination:

○ Ensure full compliance with Kenyan tax requirements, including validating Electronic Tax

Invoice Management System (KRA E-TIMS) invoices, Withholding Tax (WHT) processing,

and VAT exemption documentation.

○ Review vendor invoices alongside GRNs, delivery notes, and purchase orders to ensure

complete documentation before submitting payment packages to Finance.

○ Track procurement expenditures against approved project budgets to maintain cost-

effectiveness and avoid budget overruns.

4. Logistics, Assets & Inventory Support:

○ Coordinate to ensure the timely receipt, inspection, storage, and dispatch of procured

goods to field locations.

○ Assist in asset management by identifying capital assets during procurement, tagging

items, and updating the Master Asset Register upon delivery.

5.Filing, Data Management & Audit Readiness:

○ Maintain the PR Master List and digital tracking tools to provide weekly status updates on

ongoing procurements to program managers.

○ Maintain audit-ready, systematically organized hard-copy and digital procurement files

containing all required supporting documents as mandated by organizational policy.

6. Safeguarding & Organizational Culture:

○ Actively integrate safeguarding principles into procurement processes, mitigating risks

related to supplier interactions, participant dignity, and child/adult protection.

○ Practice and uphold the organization's core values, promoting openness, ethical conduct,

and reporting any concerns through internal whistleblowing mechanisms.

○ Perform any other duties as reasonably assigned by the supervisor.

MINIMUM QUALIFICATIONS & REQUIREMENTS

● Education: Bachelor’s degree in Supply Chain Management, Procurement & Logistics, Business

Administration, or a related field.

● Professional Membership: Active registration with the Kenya Institute of Supplies Management

(KISM) or CIPS preferred.

● Experience: Minimum 3 to 5 years of professional procurement and supply chain experience,

ideally within a non-governmental organization (NGO) or human rights/protection context.

● Technical Knowledge: Strong understanding of procurement ethics, competitive bidding, donor

rules, KRA E-TIMS tax compliance, and contract law.

● Computer Skills: Proficiency in Microsoft Office Suite (advanced MS Excel skills required) and

experience using automated procurement/ERP software systems.

● Clearances: Valid Certificate of Good Conduct from the Directorate of Criminal Investigations

(DCI).

● Languages: Excellent written and spoken English and Swahili.

For the full JD visit the link:https://bit.ly/4iXiT61

HOW TO APPLY: Kindly send your application by filling the form in the link below

https://docs.google.com/forms/d/e/1FAIpQLSfMzOU2DsIzhO7BHUsE1mKWVFwa5qSlX8q13IJep6gwiZkl2A/viewform?usp=header