Procurement Assistant at Lutheran World Federation

Lutheran World Federation/Department for World Service Kenya/Djibouti Program is seeking to recruit Kenyan national for the above position, to be based in Dadaab Refugee Camp. The Procurement Assistant under the guidance and supervision of the Procurement Officer will provide administrative support in the management of a variety of processes/transactions in implementing procurement and contracting of commodities, materials, equipment and services for LWF Dadaab. He/She will be charged with responsibility of ensuring high quality and accuracy of work. He/she will use his/her own discretion to address unforeseen situations, seeking advice from and/or reporting to supervisor as applicable. The Procurement Assistant liaises with other departments in order to ensure best support in performing his/her work and promotes a client, quality and results-oriented approach.

Duties and Responsibilities include but are not limited to:-

Main Duties

• Sourcing quotations from our pre- qualified suppliers and analyzing them.
• Ensuring right descriptions of items and sample are provided where necessary
• Processing documents for several signatures as required by the policy.
• Providing Clerical services such as purchase orders writing and record keeping in both books and Computer.
• Providing systematic and organized filling system for all reports
• Preparation of payments on time such as forwarding all serviced invoices to Finance for payments
• Making all follow ups with suppliers to supply goods within the time given.
• Sending out tenders and preparation of selected tenders Contracts when necessary.
• Ensuring the right goods are bought at the right quality and the right quantity.
• Making follow ups to suppliers payments to ensure that they are paid on time and no delays in supplies
• Notifying the program any changes in prices in the market in case it arises.
• Making sure that any complaints launched by the suppliers are escalated to the management.
• Notifying the suppliers any changes in the management operations on time.
• Organizing of catering roasters in a systematic order to empower Host/Refugee vendors in Catering Services in case of any workshops done in the Camp/host locations.
• Liars with Nairobi Procurement to ensure that all goods bought in Nairobi reach Dadaab on time when they are needed.
• Labeling of both files and books according to procurement documents.
• Preparation of weekly reports, monthly reports, annual reports and any other reports as required by the logistics Officer.
• Organizing and prepare all training documents and prepare women for the training on time.
• Issuing of all ready Contracts and PO, s to the contractors and suppliers.

Relevant Experience:

• Required education: Bachelor’s Degree or four (4) years of relevant paid experience in lieu of a Bachelor’s Degree required.
• Diploma in procurement or Purchasing and supplies Management
• Required relevant work experience: 3 years
• Required skills: Procurement; Operative management; Reporting; Stock and inventory management; Logistics

Personal Attributes:

• High level of motivation, integrity, commitment and professional responsibility.
• Ability to tolerate cultural, educational and religious diversity in the work place
• Excellent communication, time management, organization and presentation skills.
• A good team player with high degree of initiative, flexibility and tolerance.