Procurement Assistant at Ministry of Agriculture and Livestock Development

Job Purpose

• The Procurement Assistant will support the implementation of INReMP’s procurement processes in accordance with GoK and IFAD procurement guidelines. The role involves assisting in the preparation of procurement documents, maintaining accurate records, and ensuring compliance with procurement procedures. The Procurement Assistant will work closely with finance and programme teams, suppliers, and service providers to facilitate timely and transparent acquisition of goods, works, and services.

Key Responsibilities

Procurement Planning and Documentation

• Maintain and update the procurement tracking system and procurement plan.
• Prepare periodic procurement status reports for internal review and donor reporting.
• Ensure adherence to GoK and IFAD procurement guidelines, including the Public
• Procurement and Asset Disposal Act (PPADA).
• Assist in the preparation of procurement reports and documentation for audits and reviews.

Tendering and Bidding Processes

• Assist in the preparation of bidding documents, requests for quotations (RFQs), and tender notices.
• Support tender opening, evaluation, and documentation of proceedings.

 Supplier and Contract Management Support

• Ensure proper filing and archiving of all procurement documents, including bid submissions, evaluation reports, and contracts.
• Maintain an up-to-date supplier database and contract register.
• Liaise with suppliers and service providers to ensure timely delivery and contract compliance.

Compliance and Reporting

• Support procurement audits by providing required documentation and responding to queries.

Logistical and Administrative Support

• Process purchase orders and payment requests in coordination with finance and programme teams.
• Coordinate logistics for procurement committee meetings, including scheduling and documentation.
• Provide administrative support to the Procurement Specialist and contribute to procurement planning.

Other Duties

• Undertake any other duties assigned by the NPC.

Academic Qualifications

• Diploma in Procurement, Supply Chain Management, Business Administration, or a related field.
• A valid professional certification in procurement (e.g., CIPS, KISM) is an added advantage.

Applicable Professional Experience

• Minimum of five years of experience in procurement or supply chain management, preferably within a similar GoK/donor-funded projects.
• Familiarity with public procurement procedures and donor procurement frameworks.
• Knowledge of the Public Procurement and Asset Disposal Act (PPADA) and related regulations.

Competencies and Skills

• Proficiency in MS Office (especially Excel and Word) and procurement software or
• Enterprise Resource Planning systems.
• Strong organizational, documentation, and record-keeping skills.
• High level of integrity, attention to detail, and ability to meet deadlines.
• Good communication and interpersonal skills.