Procurement Assistant

Purpose of the role  

• The Procurement Assistant helps RefuSHE buy the goods and services it needs on time, at the best value and in line with its procurement policy, donor rules and Kenyan law. The role handles the day-to-day steps of procurement, from requests and quotations to purchase orders, deliveries and records, so every purchase is fair, transparent and ready for audit.  

Key responsibilities  

• Receive and check purchase requests from staff to make sure they are complete, approved and within budget.  
• Request quotations from suppliers, prepare comparison and bid analysis sheets, and support tender committee meetings.  
• Prepare purchase orders, contracts and service agreements for approval.  
• Follow up with suppliers on delivery times, and receive and inspect goods to make sure they match the order in quantity and quality.  
• Prepare goods received notes and pass complete payment documents to Finance on time.  
• Keep a complete procurement file for every purchase, with all supporting documents ready for audit.  
• Keep the list of pre-qualified suppliers up to date, and help with supplier registration and due diligence checks.  
• Track supplier performance and report problems, such as late deliveries or poor quality.  
• Help manage stores and inventory, including stock records, issuing items and regular stock counts.  
• Help tag new assets and update the fixed asset register.  
• Keep a procurement tracker showing the status of all requests and orders.  
• Make sure suppliers have valid tax compliance certificates and issue correct KRA eTIMS invoices.  
• Follow RefuSHE's procurement policy, donor rules and Kenyan law, and report any suspected fraud, bribery or conflict of interest straight away.  
• Make sure suppliers know and follow RefuSHE's code of conduct and safeguarding requirements.  
• Carry out other related duties assigned by the supervisor.  

Qualifications  

• A diploma or degree in Procurement and Supply Chain Management, Purchasing and Supplies, Business Administration or a related field.  
• Membership of the Kenya Institute of Supplies Management KISM  
• CIPS certification is an advantage.  
• At least 2 years of experience in procurement or stores, ideally in an NGO or donor-funded setting.  
• Knowledge of procurement processes, including quotations, bid analysis, purchase orders and contracts.  
• Knowledge of Kenyan procurement and related laws, including the Public Procurement and Asset Disposal Act, 2015 as a guide to good practice, the Supplies Practitioners Management Act, 2007 and the Bribery Act, 2016.  
• Understands tax requirements for suppliers, including tax compliance certificates and KRA eTIMS.  
• Good Excel skills and experience with an inventory or ERP system is an advantage.  
• Good record-keeping and attention to detail.  
• Good negotiation and communication skills.  
• High integrity, and able to keep information confidential.  
• Fluent spoken and written English and Kiswahili.  
• Committed to gender equality, inclusion and safeguarding.