Procurement Assistant at Farm Africa Jobs In Kenya
PURPOSE OF THE ROLE
Support the procurement and administration function, including supporting the Farm Africa programmes/projects to achieve their goals.
KEY TASKS AND RESPONSIBILITIES
- Provides procurement, logistical and administrative support to programme and support team in the acquisition of a wide variety of goods and services.
- Reviews, records and prioritizes purchasing requests and obtains additional information/documentation as required to determine the availability of funding using purchase requisition form (PRF)
- Monitors status of existing requisitions, maintain contact with suppliers to ensure timely delivery of goods and services, coordinates delivery of goods/commodities/equipment to KCO and field projects/programmes, verifies receipt documents, inspection of deliverables and accurately reports, as and if required.
- Produces tender documents (e.g. Invitations to Bids, Requests for Proposals and
- Requests for Quotation) based on the nature of requirements and cost of procurement involved.
- Prepares commitment Letters (LPOs) and compile data contained in quotations, proposals and bids to determine which supplier can deliver the required goods/services at the best terms and lowest costs possible under the guidance of
- Procurement Officer/Coordinator.
- Assists relevant officers in more complex, higher value purchasing operations; coordinates distribution of pertinent documents to concerned parties, ensures appropriate follow-up action,
- Maintains relevant internal databases and files; keeps track of any contractual agreements, pre-qualification, etc. and informs affected users of contractual rights and obligations.
- Maintain accurate and organized database of prequalified supplies and existing contracts
- Participate in the evaluation of supplier performance, including delivery timeliness, product quality, and adherence to contractual terms.
- Process procurement documents to facilitate timely payment of suppliers. Address and resolve issues pertaining to invoicing discrepancies.
- Ensure compliance with company policies and relevant regulations and stay informed about changes in procurement laws and regulations.
- Compile and review the monthly fleet mileage against tracking systems to ensure that it reconciles and report any anomalies.
- Participate in Procurement Review Committee meetings and taking minutes
- Updating the asset register for the country office and projects/programmes.
- Performs other related duties as assigned
PERSON SPECIFICATION
Education, qualifications & other knowledge
Essential
- Bachelor degree in Procurement, Supply chain management, business administration or related course
- Procurement planning and reporting
Desirable
- Diploma in related field
- Office Administration skills
Experience
- At least two (2) years of experience in relevant and similar position
- Experience in administrative work
- At least 2 years’ experience in procurement and administration in INGO environment
Skills & abilities
- Computer literacy in MS Office, Word, Excel, Outlook