Procurement Assistant, SC5, Nairobi-(2 Positions)

JOB PURPOSE:

• To perform and apply appropriate processes, procedures and policies that support the efficient and effective procurement services.

KEY RESPONSIBILITIES (not all-inclusive, nor exhaustive):

• Review, verify and prioritise purchase requisitions by confirming the completeness of supporting documents, availability of budget and compliance with internal control frameworks prior to initiating procurement actions.
• Undertake procurement and administrative tasks in accordance with organisational policies, donor regulations and established procurement guidelines to support timely and compliant acquisition of goods, works and services for effective and efficient operations (e.g. issue tenders, evaluate offers and award contracts), ensuring standard processes are followed.
• Coordinate, monitor and track procurement requests ensuring timely delivery, verification of goods and services, completion of receipt and inspection procedures and initiate follow-ups to resolve delivery or quality issues.
• Conduct market research, collate supplier information and prepare standard procurement reports to support evidence-based decision making, promote value for money and strengthen procurement planning.
• Maintain and update procurement systems, supplier databases and contract records ensuring data integrity, proper filing and accessibility for audit, reporting and compliance purposes.
• Engage and collaborate with internal stakeholders across programmes and operations ensuring procurement activities are aligned with organisational priorities, donor commitments, procurement guidelines and operational needs.
• Provide technical support and guidance to enable adherence to procurement procedures, documentation standards and procurement planning timelines.
• Analyse, collate and present accurate information in standard formats, to enable informed decision-making and consistency of information presented to the stakeholders.
• Support emergency preparedness measures ensuring readiness to implement rapid, compliant and efficient procurement actions during humanitarian or operational emergencies to deploy needed resources to affected areas.

​​​​​​​DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE:

• Has worked on procurement activities.
• Experience conducting analyses and developing reports.
• Experience working with suppliers or other third party on day-to-day basis.

STANDARD MINIMUM ACADEMIC QUALIFICATIONS:

• Education: A bachelor's degree in Procurement, Supply Chain Management.
• Experience: Minimum 5 years of relevant experience in Procurement and Supply Chain Management.

Knowledge & Skills:

• Proficient in the use of office equipment and computer software packages.
• Knowledge of work routines and methods in order to complete processes under minimal supervision.
• Uses tact and courtesy to give and receive information to a wide range of individuals.
• Ability to identify data discrepancies and rectify problems requiring attention.
• Ability to offer guidance or basic on-the-job training to more junior staff.

Language: Fluency (level C) in English language.