Procurement Officer at Evidence Action

Job Purpose

The Procurement Officer will be a member of the F&A Procurement and Supply team, providing procurement support and planning for the day to day operations needs in the Kenya office. The position holder will support and coordinate as directed all procurement needs for the Nairobi office. He/She will be focused in ensuring timely procurement of goods and services, and the cost effectiveness of the same as guided by the procurement lead.

Responsibilities for the Procurement Officer Job

• Contract vendors or agency representatives to obtain availability and product information or solicit bids, develop requests for quotations and confer with vendors concerning new products, damaged goods, delayed payments or related information.
• Perform purchasing duties as necessary
• Review and analyze procurement quotations and pre-qualification documents for the Senior Associate, Procurement.
• Receive goods and ensuring both quality and quantity is observed
• Match purchase orders with invoices and forward to accounts for payment processing
• Follow up with suppliers to schedule deliveries, resolve discrepancy, outstanding and overdue delivery of orders
• Review and match invoices, delivery notes and purchase orders and initiate payment process
• Maintain and update purchasing and administration files on box
• Typing of tax exemption documents – DA1
• Routine provision of logistic support to various programs of the organization.
• Contact vendors or agency representatives to obtain availability and product information or to solicit bids, develop requests for quotations and confer with vendors concerning new products, damaged goods, delayed payments or related information

Key Performance Indicators

• Oversee local procurements and managing the procurement cycle, including but not limited to sourcing for bids, analysis, issue of Purchase orders, expediting orders, receipt of orders, inspection, verification of invoices and processing of payments.
• Ensure the procurement policy is adhered to for all purchases at Evidence Action and liaise with (DFAAR) for any revisions and updates needed.
• Ensure all donor regulations are met for all purchases including processing of tax exemption for USAID funded purchases
• Verification of invoices and processing payments
• Compile reports and run official errands as requested by supervisor
• Managing Inventory and Property registers for the organization as will be delegated by supervising officer
• Taking up insurance covers for inventory and property

Qualifications for the Procurement Officer Job

• Bachelor’s degree in logistics, supply chain, or similar field with 1 years’ work experience or a Diploma in the same field with 2 years’ work experience. NB: Significant experience is more important than the correct degree.
• The capacity to prioritize tasks and work under pressure;
• Ability to liaise well with others
• Strong oral and written communication skills;
• Flexibility and adaptability to changing workloads