Procurement Assistant at

3 months ago

Nairobi, Nairobi Area, Kenya Farm Africa Full time
Farm Africa focuses on transforming agriculture. We help farmers to increase their harvests, protect the environment and sell their produce in thriving markets.

By providing support, training in effective farming methods and links to markets, we help to build more profitable farming businesses so that whole communities can lift themselves out of poverty.


PURPOSE OF THE ROLE
Support the procurement and administration function, including supporting the Farm Africa programmes/projects to achieve their goals.

KEY TASKS AND RESPONSIBILITIES

Provides procurement, logistical and administrative support to programme and support team in the acquisition of a wide variety of goods and services.

Reviews, records and prioritizes purchasing requests and obtains additional information/documentation as required to determine the availability of funding using purchase requisition form (PRF)

Monitors status of existing requisitions, maintain contact with suppliers to ensure timely delivery of goods and services, coordinates delivery of goods/commodities/equipment to KCO and field projects/programmes, verifies receipt documents, inspection of deliverables and accurately reports, as and if required.

Produces tender documents (e.g. Invitations to Bids, Requests for Proposals and
Requests for Quotation) based on the nature of requirements and cost of procurement involved.
Prepares commitment Letters (LPOs) and compile data contained in quotations, proposals and bids to determine which supplier can deliver the required goods/services at the best terms and lowest costs possible under the guidance of
Procurement Officer/Coordinator.
Assists relevant officers in more complex, higher value purchasing operations; coordinates distribution of pertinent documents to concerned parties, ensures appropriate follow-up action,
Maintains relevant internal databases and files; keeps track of any contractual agreements, pre-qualification, etc. and informs affected users of contractual rights and obligations.
Maintain accurate and organized database of prequalified supplies and existing contracts
Participate in the evaluation of supplier performance, including delivery timeliness, product quality, and adherence to contractual terms.
Process procurement documents to facilitate timely payment of suppliers. Address and resolve issues pertaining to invoicing discrepancies.
Ensure compliance with company policies and relevant regulations and stay informed about changes in procurement laws and regulations.

Compile and review the monthly fleet mileage against tracking systems to ensure that it reconciles and report any anomalies.

Participate in Procurement Review Committee meetings and taking minutes
Updating the asset register for the country office and projects/programmes.
Performs other related duties as assigned

PERSON SPECIFICATION
Education, qualifications & other knowledge

Essential

Bachelor degree in Procurement, Supply chain management, business administration or related course
Procurement planning and reporting

Desirable

Diploma in related field
Office Administration skills

Experience

At least two (2) years of experience in relevant and similar position
Experience in administrative work
At least 2 years' experience in procurement and administration in INGO environment

Skills & abilities

Computer literacy in MS Office, Word, Excel, Outlook

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