Background

Baraka HealthNet is a non-profit healthcare institution dedicated to improving access to high-quality, compassionate healthcare for underserved communities in Nairobi, Machakos, and Kilifi counties. The organization delivers comprehensive Primary Health Care (PHC) services in line with the Kenya Ministry of Health framework, with a focus on equitable and people-centered service delivery. Its integrated model combines essential clinical services, including general outpatient care, RMNCAH, HIV/TB, NCD management, and nutrition support, with targeted health systems strengthening interventions such as the provision of essential medicines, strengthening of health information management systems (HIMS), and enhancement of referral linkages. These efforts are complemented by community health strategies that expand access, improve continuity of care, and promote quality health outcomes across all levels of service delivery. To strengthen our clinical services and improve access to quality care, we are seeking qualified and motivated Procurement Officer to join our dynamic healthcare team as follows:

The Procurement Officer will be responsible for leading and enforcing transparent, compliant, and value-for-money procurement systems for Baraka HealthNet’s medical and non-medical operations. The role is intended to address serious procurement control weaknesses, eliminate non-compliant purchasing practices, strengthen supplier governance, and ensure uninterrupted availability of quality goods and services across Baraka HealthNet facilities and programs. The position requires a high level of integrity, accountability, and professionalism to safeguard organizational resources through proper procurement planning, competitive sourcing, documentation, contract management, and audit-ready controls.

Key Responsibilities

1. Procurement Planning

• Lead procurement planning processes and prepare annual, quarterly, and monthly procurement plans in line with organizational needs and approved budgets.
• Consolidate procurement requests from departments, clinics, and project sites, and ensure timely processing of approved requisitions.
• Forecast demand for medicines, laboratory reagents, medical consumables, office supplies, equipment, and other operational needs.
• Align procurement plans with service delivery priorities, stock requirements, and approved financial resources.

2. Procurement Governance, Controls and Compliance

• Implement and enforce procurement policies, procedures, approval thresholds, and delegated authority in all purchasing activities.
• Identify procurement gaps, irregularities, and control weaknesses, and support corrective actions to address serious procurement breaches.
• Ensure all procurement transactions are properly authorized, competitively sourced where required, and supported by complete documentation and audit trails
• Develop, maintain, and update standard procurement documents, including requisition forms, request for quotation templates, bid analysis tools, purchase orders, supplier evaluation forms, and contract files.
• Ensure compliance with internal procurement controls, healthcare procurement standards, and applicable regulatory requirements for medical and pharmaceutical supplies.
• Keep a register of procurement breaches, exceptions, investigations, and corrective actions, and track closure of all management actions.

3. Sourcing and Supplier Management

• Working with procurement committee, Identify, evaluate, prequalify, and onboard qualified suppliers, and maintain an updated approved supplier list.
• Conduct supplier due diligence, price comparisons, market surveys, and cost benchmarking to ensure fairness, transparency, and value for money.
• Coordinate quotation, bidding, and tender processes in line with organizational policy and applicable procurement thresholds.
• Negotiate pricing, payment terms, delivery timelines, service levels, and framework agreements in the best interest of the organization.
• Monitor supplier performance and recommend improvement actions where quality, pricing, or delivery standards are not met.

4. Purchasing and Order Management

• Prepare and manage purchase orders and contracts, and track orders to ensure timely delivery of goods and services.
• Coordinate with clinics, stores, pharmacy, laboratory, and user departments on delivery schedules, urgent procurement needs, receipt of goods, and proper documentation
• Ensure all purchases are supported by approved requisitions, verified specifications, and complete supporting records.
• Follow up on delayed deliveries, incomplete orders, and supplier non-performance to minimize service disruptions.

5. Inventory and Stock Control

• Work closely with pharmacy, laboratory, stores, and clinics to monitor stock levels and prevent stock-outs, overstocking, wastage, and expiries.
• Establish and monitor minimum, maximum, reorder, and buffer stock levels for critical supplies.
• Support periodic stock counts, reconciliations, and audits, and investigate inventory variances linked to procurement or receiving weaknesses.
• Promote continuity of supply for medicines, laboratory reagents, and other essential health commodities.

6. Cost Control and Value for Money

• Ensure procurement achieves best value for money while maintaining required quality standards and continuity of patient services.
• Monitor price variances, procurement costs, and emergency purchases, and identify opportunities for bulk purchasing and efficiency improvements.
• Support management with cost analysis and recommendations for more economical and efficient sourcing strategies.

7. Records, Reporting and Accountability

• Maintain complete, accurate, and secure procurement records in both physical and electronic formats.
• Prepare weekly and monthly procurement reports on spend, supplier performance, pending orders, stock risks, compliance status, and procurement exceptions.
• Work closely with Finance to ensure budget alignment, commitment tracking, invoice reconciliation, and timely payment processing.
• Support internal and external audits, management reviews, and procurement investigations as required.

Minimum Qualifications and Requirements

Applicants must meet the following criteria:

1. Bachelor’s degree in Procurement and Supply Chain Management, Logistics, Business Administration, Commerce, or a related field from a recognized institution.
2. Professional qualification or active membership in a recognized procurement body such as KISM or CIPS will be an added advantage.
3. Minimum of 4–6 years of progressively responsible procurement experience.
4. At least 3 years of relevant experience in a healthcare, hospital, NGO, or multi-site service delivery environment will be highly preferred.
5. Demonstrated experience in procurement of medicines, medical consumables, laboratory supplies, equipment, and general operational goods and services.
6. Proven experience in strengthening procurement controls, resolving compliance gaps, and improving transparency and documentation.
7. Strong knowledge of end-to-end procurement processes, procurement ethics, internal controls, and supplier management.
8. Ability to conduct supplier due diligence, market assessments, comparative analysis, and cost benchmarking.
9. Good understanding of inventory management concepts, including lead times, reorder levels, stock monitoring, and expiry control.
10. Proficiency in Microsoft Office applications, especially Excel, and familiarity with procurement trackers, ERP systems, or inventory management tools.
11. High level of integrity, accountabil

• Lead procurement planning processes and prepare annual, quarterly, and monthly procurement plans in line with organizational needs and approved budgets.
• Consolidate procurement requests from departments, clinics, and project sites, and ensure timely processing of approved requisitions.
• Forecast demand for medicines, laboratory reagents, medical consumables, office supplies, equipment, and other operational needs.
• Align procurement plans with service delivery priorities, stock requirements, and approved financial resources.
• Implement and enforce procurement policies, procedures, approval thresholds, and delegated authority in all purchasing activities.
• Identify procurement gaps, irregularities, and control weaknesses, and support corrective actions to address serious procurement breaches.
• Ensure all procurement transactions are properly authorized, competitively sourced where required, and supported by complete documentation and audit trails
• Develop, maintain, and update standard procurement documents, including requisition forms, request for quotation templates, bid analysis tools, purchase orders, supplier evaluation forms, and contract files.
• Ensure compliance with internal procurement controls, healthcare procurement standards, and applicable regulatory requirements for medical and pharmaceutical supplies.
• Keep a register of procurement breaches, exceptions, investigations, and corrective actions, and track closure of all management actions.
• Working with procurement committee, Identify, evaluate, prequalify, and onboard qualified suppliers, and maintain an updated approved supplier list.
• Conduct supplier due diligence, price comparisons, market surveys, and cost benchmarking to ensure fairness, transparency, and value for money.
• Coordinate quotation, bidding, and tender processes in line with organizational policy and applicable procurement thresholds.
• Negotiate pricing, payment terms, delivery timelines, service levels, and framework agreements in the best interest of the organization.
• Monitor supplier performance and recommend improvement actions where quality, pricing, or delivery standards are not met.
• Prepare and manage purchase orders and contracts, and track orders to ensure timely delivery of goods and services.
• Coordinate with clinics, stores, pharmacy, laboratory, and user departments on delivery schedules, urgent procurement needs, receipt of goods, and proper documentation
• Ensure all purchases are supported by approved requisitions, verified specifications, and complete supporting records.
• Follow up on delayed deliveries, incomplete orders, and supplier non-performance to minimize service disruptions.
• Work closely with pharmacy, laboratory, stores, and clinics to monitor stock levels and prevent stock-outs, overstocking, wastage, and expiries.
• Establish and monitor minimum, maximum, reorder, and buffer stock levels for critical supplies.
• Support periodic stock counts, reconciliations, and audits, and investigate inventory variances linked to procurement or receiving weaknesses.
• Promote continuity of supply for medicines, laboratory reagents, and other essential health commodities.
• Ensure procurement achieves best value for money while maintaining required quality standards and continuity of patient services.
• Monitor price variances, procurement costs, and emergency purchases, and identify opportunities for bulk purchasing and efficiency improvements.
• Support management with cost analysis and recommendations for more economical and efficient sourcing strategies.
• Maintain complete, accurate, and secure procurement records in both physical and electronic formats.
• Prepare weekly and monthly procurement reports on spend, supplier performance, pending orders, stock risks, compliance status, and procurement exceptions.
• Work closely with Finance to ensure budget alignment, commitment tracking, invoice reconciliation, and timely payment processing.
• Support internal and external audits, management reviews, and procurement investigations as required.

• Strong knowledge of end-to-end procurement processes, procurement ethics, internal controls, and supplier management.
• Ability to conduct supplier due diligence, market assessments, comparative analysis, and cost benchmarking.
• Good understanding of inventory management concepts, including lead times, reorder levels, stock monitoring, and expiry control.
• Proficiency in Microsoft Office applications, especially Excel, and familiarity with procurement trackers, ERP systems, or inventory management tools.
• High level of integrity, accountability

• Bachelor’s degree in Procurement and Supply Chain Management, Logistics, Business Administration, Commerce, or a related field from a recognized institution.
• Professional qualification or active membership in a recognized procurement body such as KISM or CIPS will be an added advantage.
• Demonstrated experience in procurement of medicines, medical consumables, laboratory supplies, equipment, and general operational goods and services.
• Proven experience in strengthening procurement controls, resolving compliance gaps, and improving transparency and documentation.