Background information about the job or company (e.g., role context, company overview)

Peace Winds is a disaster preparedness, response and recovery organization. Peace Winds advocates for increased collaboration between governments, militaries, NGOs, and the private sector to prepare for and respond to natural disasters across the globe, with the Japan - U.S. relationship as the cornerstone of humanitarian assistance.

Responsibilities or duties

Administrative Responsibilities:

• Support procurement activities within the Nairobi office and assist field teams in Kakuma and Dadaab with administrative tasks.
• Maintain a comprehensive and organized filing system for all supply chain department documents.
• Deputize the Senior Procurement Officer in their absence to ensure continuity of supply chain and program record management.

Supply Chain Activities:

• Ensure all supply chain activities comply with PWJ procurement and finance policies.
• Support procurement functions for all projects under the guidance of the Senior Procurement Officer.
• Familiarize yourself with and adhere to the PWJ Procurement Manual.
• Prepare and submit bi-weekly procurement reports to the Senior Procurement Officer, ensuring accuracy and completeness.

Procurement Responsibilities:

• Receive and review purchase requests from program staff and field operations for correctness.
• Ensure all procurements comply with PWJ policies and procedures, meet quality standards, are fairly priced, and are delivered on time.
• Follow up with suppliers on approved purchase orders to meet lead times.
• Monitor and update the purchase request tracker regularly.
• Ensure all purchases are properly authorized in line with PWJ finance and supply chain procedures.
• Maintain up-to-date files for price guides, catalogs, and technical product information for budgeting and ordering purposes.
• Assist the Senior Procurement Officer in reviewing procurement documents before approval, keeping proper records, and maintaining inventory of used purchase orders.
• Coordinate closely with the procurement and supply chain teams in Dadaab and Kakuma to ensure timely delivery of program supplies from Nairobi.

Qualifications or requirements (e.g., education, skills)

Qualifications and Experience

• Degree in Procurement and Supply Chain management with a minimum of 3 years’ hands on practical experience in Procurement.
• Member of either CIPS (Chartered institute of Procurement and Supplies or KISM Kenya Institute of management.
• Proven practical experience with INGO/NGO in Kenya
• Familiarity with ERP systems
• Excellent oral and written communication skills.
• Computer literate (word processors, spreadsheet, database, etc.)
• Thorough method of working with ability to work under pressure to pursue multiple tasks simultaneously to successful conclusions;
• Committed team player;
• Fluency in English and Kiswahili.

Experience needed

3 years’ hands on practical experience in Procurement.

Any other provided details (e.g., benefits, work environment, team info, or additional notes)

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• Support procurement activities within the Nairobi office and assist field teams in Kakuma and Dadaab with administrative tasks.
• Maintain a comprehensive and organized filing system for all supply chain department documents.
• Deputize the Senior Procurement Officer in their absence to ensure continuity of supply chain and program record management.
• Ensure all supply chain activities comply with PWJ procurement and finance policies.
• Support procurement functions for all projects under the guidance of the Senior Procurement Officer.
• Familiarize yourself with and adhere to the PWJ Procurement Manual.
• Prepare and submit bi-weekly procurement reports to the Senior Procurement Officer, ensuring accuracy and completeness.
• Receive and review purchase requests from program staff and field operations for correctness.
• Ensure all procurements comply with PWJ policies and procedures, meet quality standards, are fairly priced, and are delivered on time.
• Follow up with suppliers on approved purchase orders to meet lead times.
• Monitor and update the purchase request tracker regularly.
• Ensure all purchases are properly authorized in line with PWJ finance and supply chain procedures.
• Maintain up-to-date files for price guides, catalogs, and technical product information for budgeting and ordering purposes.
• Assist the Senior Procurement Officer in reviewing procurement documents before approval, keeping proper records, and maintaining inventory of used purchase orders.
• Coordinate closely with the procurement and supply chain teams in Dadaab and Kakuma to ensure timely delivery of program supplies from Nairobi.

• Excellent oral and written communication skills.
• Computer literate (word processors, spreadsheet, database, etc.)
• Thorough method of working with ability to work under pressure to pursue multiple tasks simultaneously to successful conclusions;
• Committed team player;
• Fluency in English and Kiswahili.

• Degree in Procurement and Supply Chain management
• Member of either CIPS (Chartered institute of Procurement and Supplies or KISM Kenya Institute of management.
• Proven practical experience with INGO/NGO in Kenya
• Familiarity with ERP systems