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

Our client, Health Research Operations Kenya Limited (HROKL), the operating entity for the KEMRI Wellcome Trust Research Programme, a world class health research Programme based in Kenya, conducting multi-disciplinary research that spans infectious diseases, vaccines, maternal child and neonatal health, health systems, and emerging health threats. The Programme’s research leverages an integrated platform that includes bioscience laboratories, a clinical trials facility and clinical team, the clinical information network, the Kilifi demographic and health surveillance site, and robust community engagement, generating evidence that informs local and global health policy. HROKL is seeking to hire a proactive and reliable Assistant Procurement Officer to support their day-to-day procurement operations.

Responsibilities or duties

JOB PURPOSE:

The individual will provide both technical and administrative support in the day-to-day implementation of procurement activities by ensuring that goods and services are procured in a timely and cost-effective manner and are availed to user departments in the right quality and quantity. They will serve as the main contact between internal customers and external suppliers.

KEY ROLES AND RESPONSIBILITIES:

• Process all approved purchase requisitions, submit to prospective suppliers and expedite responses for the same.
• Coordinate travel arrangements for staff and programme guests by making hotel reservations and bookings.
• Provide administrative support in planning and compiling documentation for the Procurement Committee.
• Receive and evaluate the quotations submitted by proposed vendors, make recommendations and process local purchase orders (LPO).
• Provide support in preparing tender documents and floating tenders out to vendors/suppliers.
• Provide administrative and technical support in negotiating, preparing and implementing vendor contracts.
• Updating of the vendor database in the financial management system and provide inputs in the preparation of Procurement reports.
• Provide support in disposal of assets declared either obsolete/no more annually or biannually.
• Provide the necessary documentation in support of an up to date and accurate record of all procurement processes.
• Participate in the mentorship and coaching initiatives as per the agreed plans.

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

EDUCATIONAL QUALIFICATIONS AND CAREER EXPERIENCE:

• A minimum of a Bachelor’s Degree in procurement or a related field from a recognized institution.
• Must have attained a minimum CIPS Level 5 and an active Member of KISM.
• Demonstratable experience in the use of E-procurement platforms and a very strong proficiency in the use of MS Office applications.

Experience needed

• Minimum of 3 years of experience in procurement, preferably in a donor funded environment.
• Experience working for research organizations is an added advantage
• Experience handling bulk procurement projects.

Core Competencies:

• Demonstrated high levels of integrity and confidentiality.
• Excellent interpersonal, verbal and written communication skills.
• Ability to work with diverse teams and build strong relationships with staff and suppliers.
• Ability to deliver quality outputs within strict timelines.
• Strong analytical, negotiation, planning and administrative skills.

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

All applicants are advised to adhere to the application guidelines for consideration. Only shortlisted candidates will be contacted.

NB: Flexi Personnel does not charge candidates for job placement.

• Process all approved purchase requisitions, submit to prospective suppliers and expedite responses for the same.
• Coordinate travel arrangements for staff and programme guests by making hotel reservations and bookings.
• Provide administrative support in planning and compiling documentation for the Procurement Committee.
• Receive and evaluate the quotations submitted by proposed vendors, make recommendations and process local purchase orders (LPO).
• Provide support in preparing tender documents and floating tenders out to vendors/suppliers.
• Provide administrative and technical support in negotiating, preparing and implementing vendor contracts.
• Updating of the vendor database in the financial management system and provide inputs in the preparation of Procurement reports.
• Provide support in disposal of assets declared either obsolete/no more annually or biannually.
• Provide the necessary documentation in support of an up to date and accurate record of all procurement processes.
• Participate in the mentorship and coaching initiatives as per the agreed plans.

• Demonstrated high levels of integrity and confidentiality.
• Excellent interpersonal, verbal and written communication skills.
• Ability to work with diverse teams and build strong relationships with staff and suppliers.
• Ability to deliver quality outputs within strict timelines.
• Strong analytical, negotiation, planning and administrative skills.
• Proficiency in MS Office applications.
• Experience in the use of E-procurement platforms.

• A minimum of a Bachelor’s Degree in procurement or a related field from a recognized institution.
• Must have attained a minimum CIPS Level 5 and an active Member of KISM.