Key Responsibilities:
- Assist in obtaining quotations, preparing procurement documents, and supporting tender processes.
- Prepare and process Local Purchase Orders (LPOs), Local Service Orders (LSOs), and related procurement documentation.
- Support supplier payment processing, including invoice tracking and follow-up for approvals.
- Maintain procurement trackers, supplier databases, and status reports.
- Receive, record, and route procurement requests, invoices, and supplier communications.
- Ensure proper filing and archiving of procurement records in both electronic and hard-copy formats.
- Assist with procurement compliance and documentation for audits and reviews.
- Participate in procurement and departmental meetings and prepare minutes when required.
- Support follow-up on procurement activities to ensure timely delivery of goods and services.
- Perform any other duties assigned by the Procurement Officer or Senior Procurement Officer.
Key Performance Measures / Indicators
- Percentage of procurement requests processed within agreed timelines.
- Accuracy and completeness of procurement documentation.
- Timely preparation and issuance of LPOs/LSOs.
- Supplier payment documentation submitted on time.
- Procurement tracker and supplier database updated regularly.
- Procurement files properly filed and archived.
- Number of procurement transactions completed in compliance with policy.
- Timely receipt, recording, and routing of procurement requests and invoices
- Support provided for procurement committee meetings and minutes preparation
- Reduction in procurement documentation errors and missing records
- Supplier inquiries and procurement-related requests responded to within agreed timelines
- Audit findings related to procurement documentation and record management
Qualifications & Experience
- Bachelor's Degree in Procurement and Supply Chain Management, Logistics, Business Administration, Commerce, or a related field from a recognized institution or Higher Diploma.
- Professional certification in Procurement and Supply Chain Management (CIPS, CPSP(K), or equivalent) will be an added advantage.
- Membership or registration with the Kenya Institute of Supplies Management (KISM) is desirable.
- At least two (2) years of relevant work experience in procurement, supply chain management, logistics, or administrative support.
- Experience working with NGOs, donor-funded projects, or international development organizations will be an added advantage.
- Demonstrated experience in procurement documentation, supplier management, records management, and procurement compliance.
- Experience using electronic procurement and document management systems is desirable.
Knowledge and Skills Required
- Knowledge of procurement principles, policies, and procedures.
- Fluency in English with good verbal and written communication skills
- Understanding of donor compliance requirements NGO procurement practices.
- Proficiency in Microsoft Office Suite, particularly Excel, Word, PowerPoint, and Outlook.
- Strong organizational and record-management skills with a high level of accuracy and attention to detail.
- Excellent communication, interpersonal, and stakeholder engagement skills.
- Ability to manage multiple tasks, prioritize workloads, and meet deadlines.
- Strong analytical and problem-solving skills.
- High level of integrity, accountability, and commitment to ethical procurement practices.
Core Competencies
- Christian commitment and willingness to support Habitat for Humanity's mission, vision, and values.
- Accountability and Stewardship.
- Teamwork and Collaboration.
- Planning and Organizing.
- Attention to Detail.
- Results Orientation.
- Integrity and Ethical Conduct.
- Ability to work long hours.
Safeguarding: HFH requires that all employees take seriously their ethical responsibilities to safeguarding our intended beneficiaries, their communities, and all those with whom we work.