Procurement Assistant at Council of Governors

Responsibilities for the Procurement Assistant Job

• Reporting to the Procurement Officer, the Procurement Assistant will be responsible for:
• Arranging for the supply/allocation of office equipment and supplies, materials, and vehicles as required by the Department.
• Preparation of specifications, tenders and schedules; obtaining and negotiating prices; obtaining quotations and placing orders and processing invoices.
• To ensure that goods purchased are to specification in terms of quality, quantity and delivery and to advice on those suppliers who fail to meet specifications.
• To liaise with other Departments in order to maximize the benefits of bulk purchase.
• Receives purchase and  check requests from thought the COG Departments, checks for
  accuracy and forwards to procurement officer.
• Maintains contact with vendors regarding orders and merchandise.
• Receives Inspects, and Distributes merchandise to appropriate individuals identifies minority firms as possible suppliers.
• Prepares periodic reports related to purchasing, inventory control.
• Conducts annual on-site inventory, prepares inventory listings to include the location and status of all equipment.
• Evaluates the quality and appropriateness of supplies and equipment, conducts cost/ quality comparisons prior to submitting requests to the procurement officer.
• Confers with official from all departments to determine purchasing needs.
• Obtains and updates information on open market and contract purchase prices.
• Coordinates expenditure records with COG’S Accounts payable to assure prompt and accurate payments.
• Procuring of venues for Governors, Deputy Governors and other stakeholders.
• Any other duty as assigned.

Qualifications for the Procurement Assistant Job

• A degree in procurement from a locally recognized university;
• A relevant professional course in procurement
• A member of the Kenya Institute of Management.
• Computer applications.
• A minimum period of three (3) years relevant experience.
• Possession of advanced computer skills.
• Meet the requirements of Chapter 6 of the Kenya Constitution.
• Desirable Competencies:
• Accountability – takes responsibility for action and manages constructive criticisms;
• Client Orientation – works effectively well with CoG clients and stakeholders;
• Continuous Learning – promotes continuous learning for self and others;
• Communication – listens and communicates clearly, adapting delivery to the audience;
• Creativity and Initiative – actively seeks new ways of improving programmes or services;
• Leadership and Negotiation – develops effective partnerships with internal and external stakeholders;
• Performance Management – identify ways and implements actions to improve performance of self and others;
• Planning and Organizing – plans work, anticipates risks, and sets goals within area of responsibility;
• Professionalism – displays mastery of subject matter;
• Teamwork – contributes to a collegial team environment; incorporates gender related needs, perspectives, and concerns and promotes equal gender participation;
• Technological Awareness – displays awareness of relevant technological solutions;

Contract Duration

The contract duration is for three years renewable annually subject to performance and availability of resources.