Procurement Assistant at Islamic Relief

Key responsibilities:

The Procurement Assistant will be reporting to the Procurement Officer and will performs the following tasks among others:

• Proper management of all procurement related activities carried out by the organization in Kilifi field office.
• Support Implementation of procurement management policies and strategies.
• Timely development, coordination and implementation of procurement plans and procurement activities arising from the organization operations.
• Review procurement requests and initiate procurement procedures for office and projects equipment, supplies and services.
• Assist the Associate Procurement Officer in maintaining current up to date Procurement documents and Manuals
• Prepare Request for Quotations (RFQ), Invitation to Bids (ITBs) or Request for Proposals (RFPs) documents, receipt of quotations, bids, or proposals.
• Preparation of reports on the organization procurement activities.
• Organize hotel and event arrangements for all official IRK meetings/ functions, engagements, ensure that all requirements are catered for as required.
• Prepare and submit (weekly or monthly) reports on PRs raised, RFQs sent out, invoices received, and items received/dispatched
• Maintain appropriated records to ensure that procurement process, decision, and contractual agreement are accurately documented for accountability and audit purpose.
• Submit complete trail of procurement documents to finance for payment using the payment register
• Facilitate knowledge building and knowledge sharing:
• Carrying out of any other duties assigned by the Supervisor.
• In charge of fleet management – Ensure all the office Cars are serviced and are in good condition.

Person Specification/Qualification

• Degree or Diploma in Business Administration option Procurement / Logistics/Supply
• At least 1-2 years’ experience on supply chain management in International NGO set-up
• Demonstrated experience in Procurement management/ CIPS
• Membership of Kenya Institute of Supply Management (KISM)
• Good working knowledge of government procurement and disposal procedures and laws particularly the Public Procurement and Disposal Act, 2005 and Regulations, 2006.
• Effective IT Skills (Word & Excel).
• Communication, tact, and negotiation skills.
• Problem solving and Flexible and patient.
• Conceptual understanding of participatory approach
• Fluent in Written and spoken English.
• Impeccable integrity and honesty
• Good communication skills both verbally and in writing
• Good interpersonal, public relations and negotiation skills.
• Ability to manage staff and provide good leadership.
• Demonstrable exposure to a computerized working environment and basic ICT literacy and strong proficiency in the use of office computer applications.
• Attention to detail and a high degree of accuracy.
• Team player
• Prudent in resource use and management
• Records Management skills