Procurement & Logistics Assistant (Interim Engagement) at Christian Health Association of Kenya (CHAK)

Job Purpose

• The Procurement and Logistics Assistant will provide day-to-day support for procurement and logistics transactional activities in support of the Jamii Tekelezi project deliverables. The role supports procurement processes in line with CHAK policies and best practices, ensuring accuracy, quality, and timely service delivery.
• The position works under the direct supervision of the Procurement & Logistics Manager and collaborates closely with project staff to ensure efficient and coordinated program support.

Job Description

• Buttressing Vendor Documentation support ensuring proper paper trail is available for records
• Ensure The three-way matching process works systematically. Match approved Purchase Orders to Invoice and delivery notes ensuring adequate approvals/signatures on all documents are available in file before submitting documents to Finance for payment processing.
• Prepare a tracker for all issued PO’s and PO Modifications by individual vendor. Promptly reconcile received invoices to Purchase Orders and Delivery notes. Update on status of submission to finance within reasonable timelines.
• Ensure buttressed documentation, (Printing all RFQs, ITBs, bids analysis etc) to all PO’s and invoices before submission for payment process.
• Ensure all procurement requests are backed with approved purchase requisitions before RFQs are raised. Liase with relevant teams on compliance to this check.
• Maintain soft copy and hard copy files for all service level agreements and routine vendor contracts.
• Constant liaison with vendors for safe delivery of goods including adequate log keeping for movements in stocks.
• Provides efficient clerical support to procurement processes, focusing on achievement of key results
• Routine follow-up action on procurement on behalf of the supervisor and inform supervisor of status. Oral/written responses to queries from internal and external clients regarding procurement matters.
• Monitor progress and liaise with vendors during the entire procurement cycle, informing mentorship team on any post-order problems for further queries, investigation and resolution of post-order problems.
• VAT reimbursement support, including photocopying and filing of ETRs and invoices, Excel tracking of invoices , monitoring USAID approval status, real-time tracker updates, and follow-up on vendor refunds. Track the workflow in e-procurement system, noting gaps or delays in scheduled procurements with immediate escalation to mentorship team
• Support administration team in monitoring transfers of stocks from office to beneficiary facilities and updating of inventory records.
• Maintain and update vendor databases as guided by the mentorship team/supervisor.
• Any other clerical and administrative support of the procurement function as assigned from time to time.

Qualifications and Competencies

• Bachelor’s degree in business administration, Commerce, Finance, Procurement, Logistics, or a related field.
• Active membership in CIPS or KISM, with a valid Supplies Management Practitioner’s License.
• Strong computer skills in MS Word, Excel, and PowerPoint.
• Experience with ERP or procurement systems is an added advantage.
• Strong organizational skills, attention to detail, and ability to meet deadlines