Procurement Assistant

Key Responsibilities:

• Assist in obtaining quotations, preparing procurement documents, and supporting tender processes.
• Prepare and process Local Purchase Orders (LPOs), Local Service Orders (LSOs), and related procurement documentation.
• Support supplier payment processing, including invoice tracking and follow-up for approvals.
• Maintain procurement trackers, supplier databases, and status reports.
• Receive, record, and route procurement requests, invoices, and supplier communications.
• Ensure proper filing and archiving of procurement records in both electronic and hard-copy formats.
• Assist with procurement compliance and documentation for audits and reviews.
• Participate in procurement and departmental meetings and prepare minutes when required.
• Support follow-up on procurement activities to ensure timely delivery of goods and services.
• Perform any other duties assigned by the Procurement Officer or Senior Procurement Officer.

Key Performance Measures / Indicators

• Percentage of procurement requests processed within agreed timelines.
• Accuracy and completeness of procurement documentation.
• Timely preparation and issuance of LPOs/LSOs.
• Supplier payment documentation submitted on time.
• Procurement tracker and supplier database updated regularly.
• Procurement files properly filed and archived.
• Number of procurement transactions completed in compliance with policy.
• Timely receipt, recording, and routing of procurement requests and invoices
• Support provided for procurement committee meetings and minutes preparation
• Reduction in procurement documentation errors and missing records
• Supplier inquiries and procurement-related requests responded to within agreed timelines
• Audit findings related to procurement documentation and record management

Qualifications & Experience

• Bachelor's Degree in Procurement and Supply Chain Management, Logistics, Business Administration, Commerce, or a related field from a recognized institution or Higher Diploma.
• Professional certification in Procurement and Supply Chain Management (CIPS, CPSP(K), or equivalent) will be an added advantage.
• Membership or registration with the Kenya Institute of Supplies Management (KISM) is desirable.
• At least two (2) years of relevant work experience in procurement, supply chain management, logistics, or administrative support.
• Experience working with NGOs, donor-funded projects, or international development organizations will be an added advantage.
• Demonstrated experience in procurement documentation, supplier management, records management, and procurement compliance.
• Experience using electronic procurement and document management systems is desirable.

Knowledge and Skills Required

• Knowledge of procurement principles, policies, and procedures.
• Fluency in English with good verbal and written communication skills
• Understanding of donor compliance requirements NGO procurement practices.
• Proficiency in Microsoft Office Suite, particularly Excel, Word, PowerPoint, and Outlook.
• Strong organizational and record-management skills with a high level of accuracy and attention to detail.
• Excellent communication, interpersonal, and stakeholder engagement skills.
• Ability to manage multiple tasks, prioritize workloads, and meet deadlines.
• Strong analytical and problem-solving skills.
• High level of integrity, accountability, and commitment to ethical procurement practices.

Core Competencies

• Christian commitment and willingness to support Habitat for Humanity's mission, vision, and values.
• Accountability and Stewardship.
• Teamwork and Collaboration.
• Planning and Organizing.
• Attention to Detail.
• Results Orientation.
• Integrity and Ethical Conduct.
• Ability to work long hours.

Safeguarding: HFH requires that all employees take seriously their ethical responsibilities to safeguarding our intended beneficiaries, their communities, and all those with whom we work.