HKI Procurment and IT Officer Jobs in Kenya

HKI Procurment and IT Officer Jobs in Kenya

  • Helen Keller International is looking for an innovative Procurement Officer who will be responsible for the procurement and logistics management functions of the Kenya Country Office.

    Major Duties and Responsibilities


    • Developing procurement strategies that are inventive and cost-effective.

    • Sourcing and engaging reliable suppliers and vendors.

    • Pre-qualification of suppliers as provided in the procurement policy.

    • Compliance with the procurement procedures as per the Helen Keller Intl and donor policies

    • Spear heads the constitution of the procurement committees and the Terms of


    • Creates purchase orders, ensuring relevant procurement procedures have been applied and all supporting documentation is attached.

    • Ensuring all invoices received reconcile to the purchase orders accompanied by corresponding receipts.

    • Negotiating with suppliers and suppliers to secure advantageous terms.

    • Reviewing existing contracts with suppliers and service providers to ensure on-going feasibility.

    • Ensuring the quality, relevance and conformity of all service provider contracts and administrative documents before they are signed.

    • Coordinate the process of purchasing products or services and organising and confirming delivery of goods and services.

    • Prepare the calls for tender and participate in the identification of the shortlist.

    • Prepare the letter of invitation and draw up the contract or aim for orders.

    • Management of the procurement budget

    • Preparing procurement reports.

    • Ensure that HKI operates in accordance with HKI's and donor procurement policies, rules and regulations.

    • Actively participate in the proposal and budget development process to ensure the development of procurement plans and subsequent work plans.

    • Prepare annual procurement plans with quarterly and updates for procurements needed for the office and programs.

    • Develop supplier and service provider database that meets the criteria-efficiency, effectiveness, quality, competitiveness and value for money.

    • Develop delivery contracts, framework contracts and purchase orders in line with HKI contractual guidelines.

    • Ensure documentation of the procurement process both electronic and manual filing systems in compliance with the Helen Keller Intl procurement manual procedures.

    Logistics and Administration

    • Coordinate logistics and protocol of all missions.

    • Supervise the management and maintenance of the logistics of Helen Keller Intl (Real Estate, Furniture, Vehicles, Motorcycles, etc ...)

    • Manage the movement plans to ensure adherence of staff to the procedures and the facilitation of staff movement (by road and flights)

    • Allow petty cash expenses for the office administration.

    • Liaises with IT departments to ensure proper server usage and maintenance of staff laptops and the internet connectivity.

    Coordinate staff and office security

    • In collaboration with the HR and Operations Manager, manage Kenya Visa, alien cards, and Work Permits for International staff; Ensure timely submission and follow-up as needed.

    • Maintain a records management system meets Helen Keller Intl /donor requirements for records and archiving, and requires regular archiving of documents at secure locations (i.e., access security and security against records damage due to climate conditions);

    • Work closely with the NGO board to ensure that the county office compliance.

    Asset Management

    • Develop and manage appropriate physical inventory count procedures for the Nairobi office and field offices.

    • Develop and manage procedures for the disposal of fixed assets to ensure appropriate levels and control over eventual sales values and donations.

    • Enforce the systems, policies and procedures for the management of the organisation assets in the field offices as well as the Nairobi office.

    • Maintain and update Asset inventory on a bi-annual basis and submit report to HQ.

    Motor Vehicle Management

    • Ensure that all official vehicle documentation is current and available in the vehicles.

  • Maintain a record for each vehicle.

    • Analyse logbooks and fuel consumption. Report any anomalies.

  • Perform any other task to contribute to the smooth running of the organization.

    Required Qualifications and Experience

    • Bachelor’s degree in supply chain management, logistics or business administration.

    • In-depth knowledge of the procurement procedures.

    • Proficient in Microsoft Office Suite.

    • Work experience in an international NGO in a similar position for at least three years.

    Required Skills and Competencies

    • Highly organized and detail-oriented.

    • Excellent analytical and problem-solving skills.

    • Ability to take initiative, multi-task and prioritize among competing demands.

    • A good team player with strong interpersonal skills, outgoing personality and ability to work independently and effectively under pressure and on strict deadlines in a multi-cultural setting.

    • Knowledge of USAID procurement regulations.

    How to apply

  • Qualified candidates should submit a cover letter and resume to

  • stating the job title in the subject line. Applications will be accepted until the position is filled.

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