KE-Procurement Officer-Travel, National at Church World Service

Core Job Responsibilities:

Procurement Administration (65%)

• Under the guidance of the Procurement Manager, contribute to strategic planning conversations to set and achieve RSC Program goals.
•  Provide input on quarterly and/or annual departmental staff and work projections, which contribute to Procurement annual budgeParticipates in budget preparation by researching cost estimates of proposed items.
• Procures goods and services in a cost-effective, timely and transparent manner in line with CWS Polices, Co-operative Agreement and 2CFR200.
•  Coordination: Communicating with staff and programs regarding travel requests, coordinating with travel service providers and airlines.
•  Travel and Air Ticketing
•   Arranging travel: In coordination with the travel agent, ensure booking international and domestic air tickets, securing visas, arranging accommodations, and managing vehicle rentals for all staff and visitors.
• Logistics: Ensuring all logistical arrangements are in place, including airport pickups, drop-offs, and field travel arrangements.
• Coordinates and facilitates the vendor pre-qualification process.
• Support vendors in completing vendor forms in COUPA.
• Ensures all approved quotations are captured in COUPA and approved LPOs sent to the vendors.
• Liaises with vendors to create realistic delivery schedules and compare actual deliveries to evaluate vendors’ performance and responsiveness.
• Reviews invoices and ensure complete documentation (GRN, Invoice, Delivery Note, LPO) and submits to finance for payment.
• Manages the flow of complete procurement documents between the departments.
• Prepares VAT and DUTY exemptions for Ministry of Foreign Affairs and Kenya Revenue Authority in IPMIS system.
• Analyzes incoming bids by coming up with a comprehensive analysis of the requirements of the bid for review by the committee meetings.
• Prepares the Request for proposal (RFP) reports for tender committee review.
• Ensures reconciliations for vendors by comparing invoices and payments.
• Participates in developing, facilitating, implementing, monitoring and reviewing procurement plans.
• In coordination with other departments establishes detailed requirements for office supplies, equipment and other goods and services required.
• Tracks orders to ensure timely deliverie

 Compliance (15%)

• Ensuring all procurement contracts are updated, coordinate and monitor the supply chain function to ensure compliance with procurement policies and practices and donor requirements.
• Ensures procurement records are accurate, up to date and in compliance with donor policies.

Data management (10%)

• Maintaining accurate records of all travel arrangements and expenses
• Assists in conducting market research to capture the current cost, evaluate offers from vendors and negotiate better prices

Representation (5%)

• Builds and maintains positive relationships with all members of staff, and contactors both within and outside CWS Africa

Additional Roles and Responsibilities (5%)

• Performs any other duties as assigned to improve the operations of CWS Africa

Qualifications

Experience:

• A minimum of 4 years of experience in procurement, with specific focus on travel and logistics is required
• Proven track record in vendor management, tendering, contract negotiation, and sourcing.
• Experience working with ERP systems (e.g., SAP, Oracle, Microsoft Dynamics).
• NGO/Donor-funded project experience (e.g., USAID, UN, EU) is an added advantage.

Hands-on experience in:

• Sourcing and booking flights, accommodation, and ground transportation.
• Managing travel agencies and negotiating corporate travel rates.
• Coordinating travel for large groups, VIPs, or emergency deployment.
• Familiarity with travel policies, visa processes, and travel risk management.
• Experience with donor-funded projects (e.g., USAID, UN) is an asset.