Procurement Assistant at KenGen Staff Retirement Benefits Scheme

JOB PURPOSE

• The Procurement Assistant is responsible for providing operational and administrative support in procurement, inventory management, supplier management and contract administration to ensure efficient acquisition of goods, works and services in compliance with applicable laws, regulations and Scheme policies.
• The role serves as an entry-level professional position within the procurement function and supports development of future procurement professionals.

KEY DUTIES AND RESPONSIBILITIES

Procurement Operations

• Assist in processing procurement requisitions and purchase requests.
• Support preparation of requests for quotations, proposals and tender documents.
• Assist in obtaining quotations and supplier responses.
• Support evaluation processes and preparation of procurement documentation.
• Prepare purchase orders and follow up on approvals.
• Track procurement requests and provide status updates.

Supplier and Contract Management

• Maintain supplier records and databases.
• Support supplier due diligence processes.
• Monitor contract implementation and delivery schedules.
• Assist in maintaining contract registers and procurement records.
• Follow up supplier performance issues and escalate where necessary.

Inventory and Asset Management

• Assist in inventory control and stock management activities.
• Support periodic stock counts and reconciliations.
• Maintain inventory records and stores documentation.
• Monitor inventory levels and initiate replenishment requests.

Compliance and Reporting

• Maintain procurement records in accordance with applicable regulations.
• Assist in preparation of procurement reports and statutory returns.
• Support implementation of audit recommendations.
• Ensure proper filing and custody of procurement documents.
• Assist in monitoring compliance with procurement policies and procedures.

Stakeholder Support

• Liaise with user departments on procurement requirements.
• Support communication with suppliers and service providers.
• Assist in responding to procurement-related inquiries.

Other Responsibilities

• Perform any other duties as may be assigned by the Procurement Officer.

KEY PERFORMANCE INDICATORS

• Procurement Efficiency
• Timeliness of procurement processes.
• Accuracy of procurement documentation.

Compliance

• Compliance with procurement procedures.
• Quality of procurement records.

Inventory Management

• Accuracy of inventory records.
• Timeliness of stock reconciliations.

Service Delivery

• Responsiveness to internal customer requests.
• Supplier support effectiveness.

JOB SPECIFICATIONS

Academic Qualifications

• Bachelor's degree in Procurement & Supply Chain Management or equivalent qualification from a recognized university.

Professional Qualifications

• Registered student member of KISM and actively pursuing CPSP-K/CIPS or any other recognized procurement professional qualification.

Experience

• A minimum of one (1) year relevant experience.

Knowledge and Competencies

Technical Competencies

• Procurement procedures.
• Contract administration.
• Inventory management.
• Supplier management.
• Procurement documentation.
• ERP procurement modules.
• Public procurement principles.

Behavioral Competencies

• Attention to detail.
• Planning and organization.
• Communication skills.
• Teamwork.
• Customer focus.
• Accountability.
• Integrity.
• Learning agility.