Procurement Assistant at HIAS Refugee Trust of Kenya

Reports to: Procurement Officer

Grade: 5

Duration: 1 year with possibility of renewal subject to availability of funding and performance

Introduction

HIAS seeks to recruit a Procurement Assistant who will be responsible for procurement and purchasing of goods and services in a timely and accurate manner. The incumbent will play a pivotal role in ensuring integrity, fairness, and openness in procurement processes as well as adherence to HIAS policies, ethics, procedures and controls.

Main Duties and Responsibilities:

• Participate in preparation of periodic procurement documents i.e. tenders, procurement plans, tracker and monthly reports.
• Participate in prequalification and evaluation of suppliers/vendors
• Verification for completeness upon receipt of approved Purchase Requests Form (PRFs), , ensuring that specifications provided are adequate to facilitate sourcing of required goods and services
• Assist Procurement Officer in making direct purchases, single sourcing and dispatching requests for quotations to approved vendors providing accurate specifications.
• Carry out a summary bid analysis and assist in organizing for a meeting with the procurement committee to review the bid report and provide justification for the vendor to be awarded based on best value for money.
• Draft framework agreements and contract for approved vendors and supplies
• Prepare Local Purchase Orders where required upon approval of vendor by procurement committee.
• Ensure that the vendors provide the delivery of goods and services within the requested timeframe and that the goods are received are in good condition
• Work closely with the Finance and Accounts Team in ensuring that supplier’s invoices are processed and paid on a timely manner.
• Maintaining an up-to-date database of suppliers.
• Any other task assigned from time to time.

Required Qualifications and Experience

• Bachelor’s Degree in Commerce or Business Administration with a major in Purchasing and supplies or Procurement/Supplies Management or related field.
• Minimum of 1-2 years’ experience working in Procurement or Purchasing

Skills and Competencies

• Ability to respond effectively to time sensitive demands and inquiries
• Strong problem-solving skills as well as exceptional customer relations (both internally and externally)
• Proficiency using Microsoft Office Suite-Excel, Access, Word, PowerPoint and Email
• Strong emphasis on accuracy and detail oriented.
• Excellent organizational skills with a willingness to take initiative pro activeness in the procurement process.
• Excellent communications skills and ability to relate to people at all levels of an organization and of different multi-cultural backgrounds.
• A team player who demonstrates patience, flexibility and honesty.
• Knowledge of Accountability to Affected Populations (AAP)