Background

Our client is seeking a highly organized and detail-oriented Procurement Specialist to manage sourcing, purchasing, vendor relations, compliance, and logistics coordination.

The role ensures the responsible use of ministry resources by securing high-quality goods and services at the best value while maintaining strong controls, audit readiness, and ethical standards.

Key Responsibilities

• Source, evaluate, and maintain a prequalified vendor list for major procurement categories
• Conduct competitive sourcing (RFQs/RFPs), negotiate pricing, and ensure value-for-money
• Perform vendor due diligence (TCC, KRA PIN, compliance checks, references) and monitor performance
• Convert approved requisitions into POs and ensure correct specifications and delivery timelines
• Enforce three-way matching (PO, delivery note, invoice) prior to payment processing
• Collect valid eTIMS tax invoices and ensure proper application of withholding tax (WHT)
• Maintain accurate procurement documentation and records within workflow systems
• Ensure compliance with procurement policies, donor requirements, and anti-corruption standards
• Support audits with complete procurement files and compliance evidence
• Track budgets, monitor price trends, and prepare monthly procurement reports
• Coordinate deliveries with departments and ensure timely GRN completion
• Manage warranty issues, returns, and after-sales follow-ups with suppliers
• Provide guidance to staff on specifications, timelines, and procurement procedures
• Maintain effective communication with requestors on order status and delivery progress

Key Requirements

• Diploma or Degree in Procurement, Supply Chain, Business, or a related field
• CIPS or KISM certification (full or partial) is an added advantage
• Minimum 3 years’ procurement experience in Kenya (NGO, education, ministry, or SME preferred)
• Strong knowledge of sourcing, POs, GRNs, tax documentation (TCC/eTIMS), and WHT requirements
• Proficiency in Google Workspace or Microsoft Office; experience with Monday.com is a plus
• Excellent communication skills in English and Swahili
• Integrity, strong ethical judgment, and ability to enforce controls

• Source, evaluate, and maintain a prequalified vendor list for major procurement categories
• Conduct competitive sourcing (RFQs/RFPs), negotiate pricing, and ensure value-for-money
• Perform vendor due diligence (TCC, KRA PIN, compliance checks, references) and monitor performance
• Convert approved requisitions into POs and ensure correct specifications and delivery timelines
• Enforce three-way matching (PO, delivery note, invoice) prior to payment processing
• Collect valid eTIMS tax invoices and ensure proper application of withholding tax (WHT)
• Maintain accurate procurement documentation and records within workflow systems
• Ensure compliance with procurement policies, donor requirements, and anti-corruption standards
• Support audits with complete procurement files and compliance evidence
• Track budgets, monitor price trends, and prepare monthly procurement reports
• Coordinate deliveries with departments and ensure timely GRN completion
• Manage warranty issues, returns, and after-sales follow-ups with suppliers
• Provide guidance to staff on specifications, timelines, and procurement procedures
• Maintain effective communication with requestors on order status and delivery progress

• Strong knowledge of sourcing, POs, GRNs, tax documentation (TCC/eTIMS), and WHT requirements
• Proficiency in Google Workspace or Microsoft Office; experience with Monday.com is a plus
• Excellent communication skills in English and Swahili
• Integrity, strong ethical judgment, and ability to enforce controls

• Diploma or Degree in Procurement, Supply Chain, Business, or a related field
• CIPS or KISM certification (full or partial) is an added advantage