Procurement Associate, USAID Nuru ya Mtoto Project at PATH

Job Responsibilities

• Procurement
• Carry out procurement processes in line with the PATH Kenya laid down policies as well as donor regulations and the laws of the land.
• Prepare formal invitations for bids and requests for quotations, including required special terms and conditions, performance, and technical criteria.
• Sit in procurement review committee meetings and take minutes of the deliberations
• Track orders and confirm system lead times, delivery dates, and costs.
• Prepare, update, and maintain purchase orders until they are closed.
• Prepare weekly management procurement reports and any other ad hoc reports as may be required from time to time by the project management.
• Ensure that all the vendors that PATH Kenya does business with are properly registered and are subjected to proper due diligence processes including Bridger checks.
• Identify opportunities and implement actions aimed at achieving efficiencies in procurement processes.
• Advise/update the procurement review committee on emerging issues around procurement
• Ensure that invoices are properly supported before payment consideration
• Facilitate good mutual business relationships with suppliers/vendors.
• Procure approved procurement requests on time.
• Maintain up to date procurement document filing system.
• Prepare annual and ad hoc procurement plans
• Taxes refund
• Sensitize staff, LIPs and vendors on tax refund requirements and compliance.
• Ensure that all the project’s vendors and LIPs sign VAT and other taxes refund memos.
• Process DA 1 application in conformity with guidelines provided by PATH Kenya and USAID.
• Ensure that the project does not at any time ran out of DA 1 application stationary.
• Maintain an up-to-date DA 1 application log/tracker.
• Follow up any due VAT refunds with the vendors and properly document and file such follow ups.
• Prepare monthly DA 1 application and taxes refunds status report for management’s review and decision making.
• Prepare quarterly DA 1 reports in the format prescribed by USAID.
• Advise the project’s leadership on the emerging issues around taxes refund in Kenya.

Required Skills

Required Experience

• A Bachelor’s Degree in any business-related field with a specialization /bias in procurement.
• CIPS qualification and KISM membership will be an added advantage.
• At least 2 years progressive relevant on job experience, preferably in a busy NGO setting.
• Familiarity with USAID Rules and Regulations and Kenyan procurement laws.
• Excellent communication skills (both verbal and written).
• Strong attention to detail, sound technical and analytical skills.
• Ability to take sound meeting minutes
• High standards of integrity.
• Good time management skills and the ability to prioritize.
• Ability to take self-initiatives and solve problems.
• Ability to handle multiple and conflicting priorities, and work under strict deadlines.
• Extensive familiarity with DA 1 application processes.