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.

If your background, experience and competence match the above specifications, please submit your CV & motivation letter as a single file. Indicate in the subject of the email: Procurement Assistant