HIAS Procurement Assistant Jobs in Kenya

HIAS Procurement Assistant Jobs in Kenya

Job Title:
  • Procurement Assistant
    Reporting to:
  • Procurement Officer

    Job Summary

    HIAS is an international nonprofit organization with a vision for a world in which refugees, displaced persons and asylum seekers find welcome, safety and freedom.

    HIAS operation in Kenya was established in 2002 with the mission to serve the most vulnerable refugees through protection, resilience, economic inclusion and provision of durable solutions.

    HIAS seeks to recruit a Procurement Assistant who will be responsible for procurement and purchasing of goods and services in a timely and accurate manner.

    The incumbent will play a pivotal role in ensuring integrity, fairness, and openness in procurement processes as well as adherence to HIAS policies, ethics, procedures and controls.

    Main Duties and Responsibilities

  • Participate in preparation of periodic procurement documents i.e. tenders, procurement plans, tracker and monthly reports.
  • Participate in prequalification and evaluation of suppliers/vendors
    Verification of Purchase Requests Form (PRFs) upon receipt of approved Purchase Request Forms (PRFs), verify that the PRF for completeness and accuracy per policy requirements, ensuring that specifications provided are adequate to facilitate sourcing of required goods and services
  • Assist Procurement Officer in making direct purchases, single sourcing and dispatching requests for quotations to approved vendors providing accurate specifications.
  • Carry out a summary bid analysis and assist in organizing for a meeting with the procurement committee to review the bid report and provide justification for the vendor to be awarded based on best value for money.
  • Draft framework agreements and contract for approved vendors and supplies
  • Prepare Local Purchase Orders where required upon approval of vendor by procurement committee.
  • Ensure that the vendors provide the delivery of goods and services within the requested time frame and that the
    goods are received are in good condition
  • Work closely with the Finance and Accounts Team in ensuring that supplier’s invoices are processed and paid on a timely manner.
  • Maintaining an up-to-date database of suppliers.
  • Any other task assigned from time to time.

    Required Qualifications and Competencies
  • Bachelor’s Degree in Commerce or Business Administration with a major in Purchasing and supplies or Procurement/Supplies Management or related field.
  • Minimum 1 years’ experience working in Procurement or Purchasing
  • Ability to respond effectively to time sensitive demands and inquiries
  • Strong problem-solving skills as well as exceptional customer relations (both internally and externally)
  • Proficiency using Microsoft Office Suite-Excel, Access, Word, PowerPoint and Email
  • Strong emphasis on accuracy and detail oriented.
  • Excellent organizational skills with a willingness to take initiative pro activeness in the procurement process.
  • Excellent communications skills and ability to relate to people at all levels of an organization and of different multi-cultural backgrounds.
  • A team player who demonstrates patience, flexibility and honesty.

    How to Apply:
  • Please send a cover letter and resume to recruitment.kenya@hias.org indicating the Vacancy Number HRTK/PA /2/2019 on the subject line by 28th February 2019.
  • Only shortlisted candidates will be contacted.
  • Canvassing will lead to automatic disqualification.
  • Late applications will not be considered.
  • HRTK is an equal opportunity employer.


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