Procurement Assistant at Aga Khan Foundation

Key Responsibilities

The Aga Khan Foundation, East Africa (AKFEA) would like to engage a Procurement Assistant. The incumbent will be reporting to the Regional Executive Manager in the Regional Office. Specifically s/he will be responsible for the following things amongst others:

Procurement:

• Receive and verify documents for requisition of services to ensure adherence to procurement policies and guidelines
• Maintain a procurement schedule/tracking tool aligned to the various work plans
• Source for quotations from pre-qualified suppliers and negotiate for best prices and value
• Prepare comparative bid analysis with recommendations & justification and facilitate approval
• Raise LPOs for approval and issue the same to vendors /suppliers
• Receive and verify the goods supplied to AKFEA
• Compile documentation to support payment of goods and services rendered to AKF
• Generate various procurement reports as guided
• Support in the vendor/supplier pre-qualification exercise & coordinate service tender/RFQ processes
• Liaise with Finance department to ensure timely processing of utility bills, goods and services payments, VAT claims and DA1 forms (in case of tax exemption/refund claims)

General Insurance:

• Under the guidance of the supervisor, facilitate Insurance of AKFEA assets in line with the asset management policy
• Liaise with the insurer on cancellation and/or addition of any cover upon disposal or acquisition of any assets
• Facilitate preparation, submission and follow up payment on general insurance claims
• Prepare insurance premium schedules and follow up with all stakeholders to ensure the timely payment of the same and continuous reconciliation of the statements
• Issue property insurance invoices for AKDN agencies and submit the same to the Regional Property Manager /department for follow-up on payment

Travel, Accommodation & Transport Services:

• Source for flight and accommodation quotations and, in consultation with the traveller, facilitate reservations accordingly and in line with AKFEA procurement guidelines
• Arrange ground transport where necessary and/or as guided
• Provide driver services as needed/guided

Qualifications/Experience

• A minimum of a Diploma in Purchasing and Supplies or related field.
• 3-years relevant work experience.
• Computer literate with working knowledge of Ms-Office.
• High level of integrity
• Good interpersonal skills