Plan NGO Procurement and Administration Assistant Jobs in Kenya

Plan International is an independent child rights and humanitarian organisation committed to children living a life free of poverty, violence and injustice.

We actively unite children, communities and other people who share our mission to make positive lasting changes in children’s and young people’s lives.

We support children to gain the skills, knowledge and confidence they need to claim their rights to a fulfilling life, today and in the future.

We place a specific focus on girls and women, who are most often left behind. We have been building powerful partnerships for children for more than 75 years, and are now active in more than 70 countries.

Dimensions of the Role

Under the overall guidance of the Procurement and Administration Officer and the Procurement & Administrative Assistant supports the execution of transparent and efficient procurement services and processes consistent with Plan and USAD policies and procedures.

She/he also works in collaboration with programme and operations staff to successfully deliver procurement services.

This JD outlines the main areas of duties and accountabilities and if requested by the HOO the incumbent will provide program support where appropriate.


  • Execution of project procurement in accordance with Plan & USAID policies and procedures.
  • Research and draft responses to enquiries for clearance by the Procurement & Administrative Officer.
  • Provide inputs to the implementation of procurement management policies and strategies on cost saving and reduction.
  • Support the Procurement Officer in the development of sourcing strategies.
  • Coordinate procurement processes for the Nilinde Project.
  • Review procurement requests and initiate procurement procedures for office and projects equipment, supplies and services, as necessary.
  • Prepare Request for Quotations (RFQ), Invitation to Bids (ITBs) or Request for Proposals (RFPs) documents, receipt of quotations,
    bids or proposals, as necessary.
  • Processing and logging administrative purchase requests in SAP for procurement action and ensure status updates from the procurement tracker are communicated to programmes in a timely manner.
  • Facilitate issuance of approved LPOs to vendors and follow ups to ensure quality delivery of goods and/or services.
  • Organize travel including purchase of tickets and per diem calculations.
  • Assist the Procurement Officer in preparation of technical reports to the tender committee to provide guidance on buyer requirements and specifications.
  • Support to staff travel in including arrangements of travel and hotel reservations, preparation of travel authorizations.
  • Administrative support to conferences, workshops, retreats.
  • Support to assets management and physical assets verification.
  • Ensure timely processing of valid insurance cover for all office assets and equipment.
  • Maintenance of files and records relevant to lease agreements and SLAs of and Project Offices and related maintenance and insurance, and relevant reporting to procurement officer.
  • Custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution.

    How to Apply

    Interested candidates should apply online by 31st August, 2018

    For more information and job application details, see; Plan NGO Procurement and Administration Assistant Jobs in Kenya

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