Procurement Assistant at Action Aid

Role Overview

The Procurement Assistant will support the Procurement and Administration function in ensuring timely, efficient, transparent, and compliant procurement and administrative processes.

The position will assist with processing procurement requests, purchase orders, invoices, supplier documentation, travel arrangements, inventory management, record keeping, and procurement reporting. The role will work closely with programme teams, Finance, suppliers, and other departments to ensure procurement requirements are processed accurately and in accordance with AAIK policies and procedures.

Key Accountabilities and Responsibilities

Invoice Review and Verification

• Review pending invoices to ensure accuracy, completeness, and availability of required supporting documentation.
• Verify that goods and services have been received in accordance with approved purchase orders.
• Check that prices, quantities, and other invoice details correspond with approved purchase orders and agreed terms.
• Identify and follow up on discrepancies and missing documentation.
• Support the timely processing of invoices and payment documentation.

Procurement Support

• Receive and process approved purchase requests from programmes and other departments.
• Prepare and process purchase orders in accordance with AAIK procurement procedures.
• Verify purchase order details, including specifications, quantities, prices, delivery dates, and supplier information.
• Request quotations from suppliers and support the preparation of bid analyses.
• Assist in obtaining and maintaining supplier documentation.
• Follow up with suppliers on orders and delivery timelines.
• Support programme and departmental procurement requirements.
• Organize and maintain procurement documentation relating to purchases, contracts, agreements, quotations, and supplier communications.
• Assist with preparation of procurement meeting documentation and take minutes as required.

Records Management and Online Filing

• Maintain accurate and complete records of invoices, purchase orders, quotations, contracts, agreements, and related correspondence.
• File procurement documentation systematically in both electronic and physical filing systems.
• Ensure procurement records are easily accessible for reference, reporting, and audit purposes.
• Support the maintenance of an organized online filing system.

Invoice and Consultancy Trackers

• Update the invoice tracker regularly and accurately.
• Update the consultancy tracker and monitor the status of consultancy-related procurement processes.
• Follow up on outstanding invoices and documentation.
• Provide timely updates to the Procurement and Administration Coordinator on pending items.

Payment Processing Support

• Assist in reviewing and prioritizing pending and overdue invoices.
• Confirm relevant budget codes and supporting information with the Finance team.
• Submit complete and approved payment documentation to Finance/Accounts Payable.
• Follow up on outstanding payments and discrepancies as directed.

Supplier Statement Reconciliation

• Assist in reconciling supplier statements with internal procurement and payment records.
• Identify discrepancies, outstanding invoices, or payment issues.
• Follow up with relevant suppliers and internal teams to support resolution of discrepancies.
• Maintain appropriate records of reconciliations and follow-up actions.

Travel and Administrative Support

• Assist in arranging local and international flights and hotel bookings for staff, consultants, and guests.
• Assist visitors to AAIK offices and provide general administrative support as required.
• Support programme and departmental administrative requirements.
• Assist in organizing meetings, workshops, and other activities where required.

Store and Inventory Management

• Maintain accurate records of incoming and outgoing goods.
• Assist in receiving and inspecting delivered goods to confirm that they meet approved specifications and quantities.
• Monitor stock levels and notify the relevant officer when supplies need replenishment.
• Ensure goods and supplies are properly stored to prevent damage, loss, or deterioration.
• Assist with issuing and distributing goods and maintaining appropriate records.
• Conduct stock checks as required and report shortages or discrepancies.
• Communicate stock shortages and replenishment requirements to the relevant team members.

Reporting and Compliance

• Assist in preparing reports on pending invoices, procurement activities, payments, and outstanding issues.
• Maintain accurate procurement records for reporting and audit purposes.
• Ensure procurement activities are undertaken in accordance with AAIK procurement policies and procedures.
• Report potential instances of non-compliance to the Procurement and Administration Coordinator.
• Support implementation of corrective actions where required.

Person Specification

Education and Experience

• Bachelor’s degree or Diploma in Procurement, Supply Chain Management, Purchasing and Supplies Management, or a related field.
• At least two (2) years of relevant work experience in procurement and/or administration.
• At least two (2) years’ experience in a similar capacity, preferably within a large NGO or international development organization.
• Demonstrable experience in procurement processes, including requesting quotations, preparing purchase orders, processing invoices, and maintaining procurement records.
• Experience in stores/inventory management is an added advantage.
• Knowledge or experience in fleet and facilities management is an added advantage.

Skills and Competencies

• Strong commitment to AAIK’s vision, mission, values, and rights-based approach.
• Commitment to equal opportunity and the principles outlined in the AAIK Code of Conduct.
• Strong commitment to feminist leadership principles and safeguarding, including prevention of sexual harassment, exploitation and abuse, child abuse, and abuse of adults at risk.
• High level of integrity, dependability, confidentiality, and accountability.
• Excellent planning, organization, prioritization, and time-management skills.
• Strong attention to detail and ability to complete tasks accurately and within deadlines.
• Good interpersonal and communication skills.
• Good analytical, negotiation, and problem-solving skills.
• Demonstrated initiative and ability to take responsibility for assigned tasks.
• Ability to work effectively as part of a team and interact professionally with suppliers, staff, partners, and visitors.
• Proficiency in Microsoft Office applications, particularly Microsoft Excel, Word, and Outlook.
• Ability to maintain accurate electronic records and use online filing and document-management systems.