Action Aid Procurement Assistant Jobs in Kenya
Action Aid Procurement Assistant Jobs in Kenya;Support Procurement and Administration function in ensuring timely, efficient, transparent and compliant procurement and administrative processes.
Key Accountabilities & Responsibilities
Invoice Review & Verification
Review pending invoices for accuracy and completeness.
Verify goods/services received against approved purchase orders.
Check invoice details against agreed terms.
Identify discrepancies and follow up.
Support timely processing of invoices and payments.
Procurement Support
Receive and process approved purchase requests.
Prepare and process purchase orders per AAIK procedures.
Verify specifications, quantities, prices and supplier details.
Request quotations and support bid analyses.
Maintain supplier documentation and follow up on deliveries.
Organize procurement records and meeting documentation.
Records Management & Online Filing
Maintain accurate records of invoices, POs, quotations and contracts.
File procurement documentation systematically (electronic and physical).
Ensure records are accessible for reporting and audits.
Invoice & Consultancy Trackers
Update invoice and consultancy trackers regularly.
Monitor status of consultancy procurement processes.
Provide updates on pending items.
Payment Processing Support
Review and prioritize pending invoices.
Confirm budget codes with Finance.
Submit approved payment documentation.
Follow up on outstanding payments.
Supplier Statement Reconciliation
Reconcile supplier statements with internal records.
Identify discrepancies and resolve with suppliers/teams.
Maintain reconciliation records.
Travel & Administrative Support
Arrange flights and hotel bookings.
Assist visitors and provide administrative
support.
Organize meetings, workshops and activities.
Store & Inventory Management
Maintain records of incoming/outgoing goods.
Inspect deliveries against specifications.
Monitor stock levels and notify for replenishment.
Ensure proper storage and issue of goods.
Conduct stock checks and report shortages.
Reporting & Compliance
Prepare reports on invoices, procurement activities and payments.
Maintain accurate records for audits.
Ensure compliance with AAIK procurement policies.
Report non‑compliance and support corrective actions.
Person Specification
Education & Experience
Bachelor’s Degree or Diploma in Procurement, Supply Chain or related field.
Minimum 2 years’ procurement/administration experience.
NGO/INGO experience preferred.
Experience in procurement processes and records management.
Stores/inventory management experience an advantage.
Knowledge of fleet/facilities management an advantage.
Skills & Competencies
Strong commitment to AAIK vision, mission and values.
Commitment to equal opportunity and safeguarding principles.
High integrity, confidentiality and accountability.
Excellent planning, organization and time‑management skills.
Strong attention to detail and accuracy.
Good interpersonal and communication skills.
Analytical, negotiation and problem‑solving skills.
Initiative and responsibility for tasks.
Teamwork and professional interaction with suppliers/staff.
Proficiency in Microsoft Office (Excel, Word, Outlook).
Ability to maintain accurate electronic records and online filing systems.
How to Apply
Send your application via email only, including your Cover Letter and Curriculum Vitae (CV) to: The Human Resources Team, ActionAid International Kenya Email: hresources.Kenya@actionaid.org
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