Procurement Assistant at Aga Khan Education Service, Kenya (AKESK)

Role Summary
The Procurement Assistant will support the efficient and effective delivery of procurement services at Aga Khan Primary and High School, Mombasa. This role involves assisting with sourcing, purchasing, and ensuring the timely delivery of goods and services. The Procurement Assistant will uphold strict compliance with the organization’s procurement policies, fostering transparency, value for money, and continuity of operations.

Key responsibilities and duties:

• Liaise with department heads, teachers, and administration to understand and consolidate procurement needs.
• Consolidate procurement requests from Mombasa schools and liaise with the Procurement and Logistics Manager to facilitate purchases in line with the approved authorisation matrix.
• Support end to end procurement activities, from requisition to delivery, ensuring alignment with user requirements and timely delivery of good & services.
• Source quotations and evaluate suppliers based on quality, price, delivery and service levels.
• Prepare requests for quotations (RFQs), requests for proposals (RFPs) and purchase orders in the Financial Information Systems (FIS) in accordance with approved policies.
• Rolling out procurement plans and ensuring strict adherence.
• Generating purchase reports as required.
• Carrying out market surveys.
• Ensure all procurement activities comply with AKESK policies, procedures, and regulatory requirements.
• Promote transparent, ethical and auditable procurement practices always.
• Maintain complete accurate procurement records, including purchase orders, contracts and supplier information, for audit and reporting purposes.
• Ensure contracts, agreements, and purchase orders are properly authorised before any commitment is made.
• Assist in managing contract variations, claims, and closeouts in collaboration with relevant teams.
• Monitor supplier performance and ensure adherence to quality, safety and delivery standards.
• Coordinate the return or replacement of defective items as needed.
• Negotiate with vendors to obtain optimal terms for price, delivery, and payment, ensuring value for money.

The requirements

• Bachelor’s degree in Procurement, Supply Chain Management, Business Administration or a related field from a recognized institution.
• Professional Certification (e.g. KISM, CIPS, CSCP) is required
• Minimum of 3 years of progressive experience in a similar procurement or supply chain role.
• Experience working within a school or educational environment is an added advantage.
• Demonstrated experience in vendor management, contract negotiation, and compliance monitoring.
• Excellent negotiation and communication skills, with the ability to engage effectively with diverse stakeholders.
• High level of integrity, accountability, and attention to detail.
• Strong analytical and problem-solving skills, with the ability to manage competing priorities.
• Team player with a service-oriented mindset and strong interpersonal skills.