Procurement Assistant at Peace Winds Japan

Key Roles and Responsibilities

Administrative Responsibilities:

• Support procurement activities within the Nairobi office and assist field teams in Kakuma and Dadaab with administrative tasks.
• Maintain a comprehensive and organized filing system for all supply chain department documents.
• Deputize the Senior Procurement Officer in their absence to ensure continuity of supply chain and program record management.

Supply Chain Activities:

• Ensure all supply chain activities comply with PWJ procurement and finance policies.
• Support procurement functions for all projects under the guidance of the Senior Procurement Officer.
• Familiarize yourself with and adhere to the PWJ Procurement Manual.
• Prepare and submit bi-weekly procurement reports to the Senior Procurement Officer, ensuring accuracy and completeness.

Procurement Responsibilities:

• Receive and review purchase requests from program staff and field operations for correctness.
• Ensure all procurements comply with PWJ policies and procedures, meet quality standards, are fairly priced, and are delivered on time.
• Follow up with suppliers on approved purchase orders to meet lead times.
• Monitor and update the purchase request tracker regularly.
• Ensure all purchases are properly authorized in line with PWJ finance and supply chain procedures.
• Maintain up-to-date files for price guides, catalogs, and technical product information for budgeting and ordering purposes.
• Assist the Senior Procurement Officer in reviewing procurement documents before approval, keeping proper records, and maintaining inventory of used purchase orders.
• Coordinate closely with the procurement and supply chain teams in Dadaab and Kakuma to ensure timely delivery of program supplies from Nairobi.

Qualifications and Experience

• Degree in Procurement and Supply Chain management with a minimum of 3 years’ hands on practical experience in Procurement.
• Member of either CIPS (Chartered institute of Procurement and Supplies or KISM Kenya Institute of management.
• Proven practical experience with INGO/NGO in Kenya
• Familiarity with ERP systems
• Excellent oral and written communication skills.
• Computer literate (word processors, spreadsheet, database, etc.)
• Thorough method of working with ability to work under pressure to pursue multiple tasks simultaneously to successful conclusions;
• Committed team player;
• Fluency in English and Kiswahili.