JOB PURPOSE

To support Haki Yetu's procurement, stores and asset management functions in line with the organisation's procurement policy and donor requirements, while gaining practical experience in procurement within a civil society organisation.

KEY DUTIES AND RESPONSIBILITIES

• Assist in preparing purchase requisitions, requests for quotation and other procurement documents.
• Source quotations from prequalified suppliers and prepare comparative price analyses for review.
• Provide secretarial support to procurement/evaluation committees, including preparing minutes.
• Prepare draft Local Purchase Orders and Local Service Orders for approval.
• Receive and inspect deliveries with user departments and prepare goods received notes.
• Maintain complete procurement files with a clear documentation trail for audit and donor verification.
• Update the supplier register and support the annual supplier prequalification exercise.
• Support stores and inventory records, including stock-taking and re-order of office consumables.
• Support tagging of assets and updating of the fixed asset register.
• Track supplier delivery timelines and performance, and flag delays or quality issues.
• Support procurement of venues, transport and other logistics for programme activities.
• Declare any conflict of interest and uphold confidentiality in all procurement processes.

QUALIFICATIONS AND EXPERIENCE

Education: Diploma or Bachelor's degree in Procurement & Supply Chain Management, Purchasing, Logistics, Commerce or a related field, completed within the last two years.

Professional: Progress towards a professional procurement qualification (e.g. CPSP-K or CIPS) is an added advantage.

Affiliation: Student membership of the Kenya Institute of Supplies Management (KISM) is an added advantage.

Experience: No work experience required. Industrial attachment in procurement, stores or administration is an added advantage.

Computer skills: Proficiency in Microsoft Office, especially Excel and Word

• Assist in preparing purchase requisitions, requests for quotation and other procurement documents.
• Source quotations from prequalified suppliers and prepare comparative price analyses for review.
• Provide secretarial support to procurement/evaluation committees, including preparing minutes.
• Prepare draft Local Purchase Orders and Local Service Orders for approval.
• Receive and inspect deliveries with user departments and prepare goods received notes.
• Maintain complete procurement files with a clear documentation trail for audit and donor verification.
• Update the supplier register and support the annual supplier prequalification exercise.
• Support stores and inventory records, including stock-taking and re-order of office consumables.
• Support tagging of assets and updating of the fixed asset register.
• Track supplier delivery timelines and performance, and flag delays or quality issues.
• Support procurement of venues, transport and other logistics for programme activities.
• Declare any conflict of interest and uphold confidentiality in all procurement processes.

• Proficiency in Microsoft Office, especially Excel and Word

• Diploma or Bachelor's degree in Procurement & Supply Chain Management, Purchasing, Logistics, Commerce or a related field, completed within the last two years.
• Progress towards a professional procurement qualification (e.g. CPSP-K or CIPS) is an added advantage.
• Student membership of the Kenya Institute of Supplies Management (KISM) is an added advantage.
• No work experience required. Industrial attachment in procurement, stores or administration is an added advantage.