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Assistant Procurement Officer

2 months ago

Nairobi, Kenya Corporate Staffing Services Full time

Purpose of the Job

The Assistant Procurement Officer will ensure that all procurement is undertaken in as accordance with LWF guidelines, procedures and policies.

Main Responsibilities of the Job

Assist the Procurement Officer to plan, manage and provide technical advice on procurement activities, in line with the LWF World Service and specific donor rules, procedures and regulations ensuring compliance as well as conformance with best practices. In consultation with the Procurement officer and Programme Department, develop annual procurement plans and report on procurement activity. Prepare Terms of Reference (TORs), Bid Documents, Requests for Quotation (RFQ) and advertise RFQ in appropriate media and ensure documents are issued to bidders. Facilitate the evaluation of bids, expressions of interests in line with LWF procedures and Processes. Receive Demand Forms (DF), record, and together with the procurement officer, process DFs as per laid down regulations and policies Assist the procurement officer in drafting contracts for services, generating Purchase Orders based on the above considerations and issuing them to the vendor after they have been properly approved as per the Procurement manual and donor policies. Following up on contract performance; ensuring delivery, lead times are adhered to. Screening all suppliers and service providers on the watchdog site (CSI). Processing VAT exemption certificates for suppliers and Expatriate Staff Management on IPMIS (Ministry of Foreign Affairs database). Maintain a filing system for all procurement documents Qualifications and Experience Bachelor’s degree in Purchasing and Supplies Management OR Professional qualification such as CIPS or equivalent Membership to a professional recognized body Minimum of 3 years of work experience in purchasing and supplies management One prior work experience in a similar role in an NGO or private commercial sector. Experience of solving complex issues through analysis, definition of a clear way forward and ensuring buy in. Great interpersonal and communication skills including negotiation and relationship building. High level of integrity/confidentiality and ability to work as part of a professional team. High level of computer literacy. Especially excellent MS Excel/Word skills. Good oral and written communication skills; Fluency in spoken and written English.

Key competencies

Good communication and excellent interpersonal skills. A team player who is responsible, diplomatic and confident at dealing with people at all levels. Good analytical skills, computing, and a problem-solving attitude. Be methodical and adaptable. Planning and organization skills. Attention to detail is essential. Ability to work under minimal supervision.

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