Procurement Specialist -Kenyan National Hire

NGO Jobs / UN Jobs Vacancy

Country: Kenya
Organization: Church World Service
Closing date: 10 May 2021


Position: Procurement Specialist

Grade: Specialist 7 (N)

Level Function Manager

Division: Administration

Section: Administration

Location: Nairobi, Kenya

Primary Purpose

This position reports to the Procurement Supervisor and supervises the Procurement Officers. This position is responsible for planning, coordinating and review of the daily procurement tasks of the Procurement Officers in their relevant teams, managing the procurement functions of supplies, equipment and services and training, coaching and mentoring of the Procurement Officers. This position offers support to the CWS Africa sub-offices.


This position supervises Procurement Officers.

This position reports directly to the Procurement Supervisor.

Essential Duties

  1. Plans and supervises the Procurement Officers management of the supply chain function at CWS which includes procurement of goods and services in a cost-effective, timely and transparent manner in line with CWS Polices, Co-operative Agreement and 2 CFR 200

  2. Reviews and ensures all approved quotations are captured in SAGE and approved LPOs sent to the vendors. Reviews invoices and ensures complete documentation (GRN, Invoice, Delivery Note, LPO) is submitted to finance for payment

  3. Acts as Team Lead to the Procurement Officers and prepares work plan for each day’s activities in the unit

  4. Act as back-up for the Procurement Officers when they proceed on leave

  5. Monitors the management of flow of complete procurement documents between the departments

  6. Assists in conducting market research to capture the current cost, evaluate offers from vendors and negotiate better prices

  7. Ensures up to date tracking of vendor invoices and utilities on the procurement excel spread sheet

  8. Assists in preparation and monitoring of VAT and DUTY Exemptions to Ministry of Foreign Affairs and Kenya Revenue Authority in IPMIS system and ensures copies are sent to the relevant vendors for their record.

  9. Reviews updates of the Note Verbal excel sheet to ensure all information is captured.

  10. Assists in budget preparation by researching cost estimates of proposed item

  11. Assists in analyzing incoming bids by coming up with a comprehensive analysis on the requirements of the bid for review by the committee meetings and attends meetings and takes notes on behalf of the Procurement Supervisor

  12. Prepares and reviews the request for proposal (RFP) and reports for tender committee review

  13. Ensures completion of vendor forms by all new vendors and reviews all signatures on the forms before updates of the scans and the vendor list on the fileserver

  14. Assists in quarterly reconciliations for vendors by comparing invoices and payments 15. Assists in Developing, facilitating, implementing, monitor and reviewing procurement plans

  15. Responsible for tracking and updating of procurement contracts.

  16. Liaises with vendors to create realistic delivery schedules and compare actual deliveries in order to evaluate vendor performance and responsiveness

  17. Coordinates and facilitates the vendor pre-qualification process

  18. Reviews and ensures procurement records are accurate, up to date and in compliance with donor policies

  19. In coordination with other departments reviews detailed requirements for office supplies, equipment and other goods and services required

  20. Builds and maintains positive relationships with all members of staff, and contactors both within and outside CWS Africa

  21. Performs any other duties as assigned to improve the operations of CWS Africa

Qualifications Education:

Bachelor’s Degree in administration, supply chain management, public administration, procurement or other related field or five years’ experience?

• Diploma in Purchasing and Supplies Management is preferred.


• Five (5) years of paid work experience is required.

• Two (2) years of work experience in an organization that adheres to US Government CFR 200 required. • Two (2) years’ work experience in procurement or with similar administrative responsibilities preferred.

Knowledge/ Skills:

• Demonstrated excellent computer skills for Microsoft Word, Excel, Access and Outlook.

• Working knowledge of Sage ERP System will be an added advantage.

• Demonstrated strong organizational and time management skills.

• Strong written and verbal English skills.


The Procurement Specialist must have the ability to:

• communicate effectively both verbally and in writing;

• follow instructions from the Supervisor with a positive and receptive attitude;

• deal effectively and courteously with a large number of associates, outside agencies, applicants and members of the general public;

• conduct oneself in a professional and courteous manner to represent the best interests of RSC Africa and CWS/IRP;

• maintain a high-performance standard with attention to detail;

• carry out all of the duties of the position efficiently and effectively with minimal supervision; • take initiative;

• maintain strict confidentiality with RSC Africa administrative and operational information;

• manage a large and diverse workload under pressure with competing priorities;

• work well as a team in a multi-cultural environment while maintaining a high level of motivation;

• effectively manage RSC Africa's resources;

• actively participate in the implementation of the U.S. Government Operational Refugee Processing Program in Africa;

Physical requirements: This position requires bending, sitting, standing, walking, handling objects (manual dexterity), reaching above shoulder level, using fine finger movements and lifting/carrying light loads.

Working environment:

Normal office working conditions.

Special Requirements:

Certificate of Good Conduct issued within the first one year (12 months) is required before the start of employment. Employee will be entrusted with the receipt, custody and payment of money.

How to apply:

Click on CWS careers site -

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