Procurement Officer

Dira HR SolutionsKenyaroam-kepublished 09/29/2026

Coordinate daily procurement activities in full compliance with the organisation's standards, Standard Operating Procedures (SOPs), and specific donor regulations.
Assist program and operational teams in regular procurement planning meetings, providing technical guidance on Purchase Request (PR) drafting, specifications, and realistic timelines.
Manage end-to-end purchasing processes using the organisation's standard paperwork: Purchase Requests (PRs), Requests for Quotations (RFQs), Tender Packages, Bid Analyses, Purchase Orders (POs), Service Contracts, and Goods Received Notes (GRNs).
Facilitate Procurement and Contract Committees, ensuring transparent review, evaluation, scoring, and documentation of competitive bids.
Establish and manage Long-Term Agreements (LTAs) and Master Service Agreements (MSAs) for high-frequency, commonly used items and services.

Collect quotations, market price lists, and formal bids from reliable local and national suppliers.
Conduct thorough due diligence, background checks, and automated compliance screening on all suppliers to prevent fraud, bribery, money laundering, human trafficking, or child labor.
Build and continuously update the organisation's Supplier Database and local market price catalogue.
Sensitize suppliers on the organisation's procurement ethics, anti-corruption policies, and compliance standards.

Ensure full compliance with Kenyan tax requirements, including validating Electronic Tax Invoice Management System (KRA E-TIMS) invoices, Withholding Tax (WHT) processing, and VAT exemption documentation.
Review vendor invoices alongside GRNs, delivery notes, and purchase orders to ensure complete documentation before submitting payment packages to Finance.
Track procurement expenditures against approved project budgets to maintain cost-effectiveness and avoid budget overruns.

Coordinate to ensure the timely receipt, inspection, storage, and dispatch of procured goods to field locations.
Assist in asset management by identifying capital assets during procurement, tagging items, and updating the Master Asset Register upon delivery.

Maintain the PR Master List and digital tracking tools to provide weekly status updates on ongoing procurements to program managers.
Maintain audit-ready, systematically organized hard-copy and digital procurement files containing all required supporting documents as mandated by organizational policy.

Actively integrate safeguarding principles into procurement processes, mitigating risks related to supplier interactions, participant dignity, and child/adult protection.
Practice and uphold the organization's core values, promoting openness, ethical conduct, and reporting any concerns through internal whistleblowing mechanisms.
Perform any other duties as reasonably assigned by the supervisor.

Education: Bachelor’s degree in Supply Chain Management, Procurement & Logistics, Business Administration, or a related field.
Professional Membership: Active registration with the Kenya Institute of Supplies Management (KISM) or CIPS preferred.
Experience: Minimum 3 to 5 years of professional procurement and supply chain experience, ideally within a non-governmental organization (NGO) or human rights/protection context.
Technical Knowledge: Strong understanding of procurement ethics, competitive bidding, donor rules, KRA E-TIMS tax compliance, and contract law.
Computer Skills: Proficiency in Microsoft Office Suite (advanced MS Excel skills required) and experience using automated procurement/ERP software systems.
Clearances: Valid Certificate of Good Conduct from the Directorate of Criminal Investigations (DCI).
Languages: Excellent written and spoken English and Swahili.

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