Primary Purpose

The Procurement Officer is responsible for executing and monitoring day-to-day procurement functions, ensuring the acquisition of high-quality, cost-effective goods, equipment, and services in a transparent, efficient, and compliant manner. This role maintains accurate procurement records, supports documentation for Finance, contributes to procurement planning, and ensures smooth operational support for program activities. The position plays a key role in strengthening procurement systems, vendor management, compliance, and continuous process improvement.

Key relationships

Internal to CWS

• Procurement Manager
• Regional Procurement Director
• Property, Finance, Program, and M&E teams

External

• Vendors/Suppliers
• Partners, Donors, Government agencies, and Regulatory bodies

Working Environment

• Primarily office-based with occasional field visits.
• Fast-paced environment with complex logistical and operational demands.

Responsibilities

Procurement Administration (65%)

• Support strategic planning discussions and contribute to departmental projections for annual budgeting.
• Participate in budget preparation by providing researched cost estimates of proposed items.
• Procure goods and services in a cost-effective, timely, and transparent manner in line with CWS policies, Cooperative Agreement requirements, and 2CFR200.
• Coordinate and facilitate the vendor pre-qualification process.
• Support vendors in completing vendor registration forms in COUPA.
• Ensure approved quotations are accurately recorded in COUPA and that approved LPOs are issued to vendors.
• Liaise with suppliers to establish realistic delivery schedules and assess vendor performance against agreed timelines.
• Review invoices and ensure complete documentation (GRN, Invoice, Delivery Note, LPO) prior to submitting it to Finance.
• Manage the flow of procurement documents between departments to ensure accountability and proper filing.
• Prepare VAT and Duty Exemption requests to the Ministry of Foreign Affairs and Kenya Revenue Authority using the IPMIS system.
• Conduct bid analysis and prepare comprehensive evaluation summaries for committee review.
• Prepare Request for Proposal (RFP) reports for tender committee sessions.
• Reconcile vendor accounts by comparing invoices with payments.
• Participate in developing, implementing, monitoring, and reviewing procurement plans.
• Work with departments to identify and document procurement needs for supplies, equipment, and services.
• Track all orders to ensure timely delivery and follow up on any delays. Under the guidance of the Procurement Manager, we contribute to strategic planning conversations to set and achieve CWS Africa Program goals.

Compliance (15%)

• Ensure all procurement activities comply with CWS Africa policies, donor regulations, and applicable laws.
• Maintain accurate, up-to-date procurement records in compliance with documentation and audit requirements.
• Support internal and external audits by providing complete and well-organized procurement files.

Data management (10%)

• Maintain accurate procurement records, price lists, supplier information, and documentation.
• Conduct market research to capture current pricing, evaluate vendor offers, and support negotiation strategies.
• Provide reports and procurement data to management as required.

Representation (5%)

• Build and maintain positive relationships with staff, suppliers, contractors, and other stakeholders.
• Represent the Procurement Unit professionally in meetings and vendor interactions.

Additional Roles and Responsibilities (5%)

• Perform other duties assigned to enhance the efficiency and effectiveness of procurement operations.

Qualifications

• Minimum 4 years of experience in procurement, sourcing, tendering, contract negotiation, and vendor management.
• Experience using ERP systems (e.g., SAP, Oracle, Microsoft Dynamics).
• Experience working with NGOs or donor-funded projects (USAID, UN, EU) is an added advantage

Skills

• Strong negotiation and supplier management skills.
• Solid understanding of procurement regulations and compliance requirements.
• Strong analytical, planning, and multitasking abilities.
• Proficiency in MS Office and ERP systems.
• Excellent organization, documentation, and time management skills.

Education & Certifications

• Bachelor’s Degree or equivalent in Business Administration, Supply Chain Management, Public Administration, Procurement or another related field required
• Diploma in Purchasing and Supplies Management is preferred

Abilities

• Strong written and verbal communication skills in English.
• Ability to work independently with minimal supervision.
• High attention to detail and commitment to quality.
• Strong problem-solving and decision-making skills.
• Ability to work effectively in a multicultural environment.
• Commitment to diversity, equity, inclusion, and safeguarding principles.

• Support strategic planning discussions and contribute to departmental projections for annual budgeting.
• Participate in budget preparation by providing researched cost estimates of proposed items.
• Procure goods and services in a cost-effective, timely, and transparent manner in line with CWS policies, Cooperative Agreement requirements, and 2CFR200.
• Coordinate and facilitate the vendor pre-qualification process.
• Support vendors in completing vendor registration forms in COUPA.
• Ensure approved quotations are accurately recorded in COUPA and that approved LPOs are issued to vendors.
• Liaise with suppliers to establish realistic delivery schedules and assess vendor performance against agreed timelines.
• Review invoices and ensure complete documentation (GRN, Invoice, Delivery Note, LPO) prior to submitting it to Finance.
• Manage the flow of procurement documents between departments to ensure accountability and proper filing.
• Prepare VAT and Duty Exemption requests to the Ministry of Foreign Affairs and Kenya Revenue Authority using the IPMIS system.
• Conduct bid analysis and prepare comprehensive evaluation summaries for committee review.
• Prepare Request for Proposal (RFP) reports for tender committee sessions.
• Reconcile vendor accounts by comparing invoices with payments.
• Participate in developing, implementing, monitoring, and reviewing procurement plans.
• Work with departments to identify and document procurement needs for supplies, equipment, and services.
• Track all orders to ensure timely delivery and follow up on any delays. Under the guidance of the Procurement Manager, we contribute to strategic planning conversations to set and achieve CWS Africa Program goals.
• Ensure all procurement activities comply with CWS Africa policies, donor regulations, and applicable laws.
• Maintain accurate, up-to-date procurement records in compliance with documentation and audit requirements.
• Support internal and external audits by providing complete and well-organized procurement files.
• Maintain accurate procurement records, price lists, supplier information, and documentation.
• Conduct market research to capture current pricing, evaluate vendor offers, and support negotiation strategies.
• Provide reports and procurement data to management as required.
• Build and maintain positive relationships with staff, suppliers, contractors, and other stakeholders.
• Represent the Procurement Unit professionally in meetings and vendor interactions.
• Perform other duties assigned to enhance the efficiency and effectiveness of procurement operations.

• Strong negotiation and supplier management skills.
• Solid understanding of procurement regulations and compliance requirements.
• Strong analytical, planning, and multitasking abilities.
• Proficiency in MS Office and ERP systems.
• Excellent organization, documentation, and time management skills.

• Minimum 4 years of experience in procurement, sourcing, tendering, contract negotiation, and vendor management.
• Experience using ERP systems (e.g., SAP, Oracle, Microsoft Dynamics).
• Experience working with NGOs or donor-funded projects (USAID, UN, EU) is an added advantage