KE-Procurement Officer, National - Nairobi

Job summary

The Procurement Officer is responsible for executing and monitoring day-to-day procurement functions, ensuring the acquisition of high-quality, cost-effective goods, equipment, and services in a transparent, efficient, and compliant manner.

Responsibilities

• Procure goods and services in a cost-effective, timely, and transparent manner in line with CWS policies, Cooperative Agreement requirements, and 2CFR200.
• Coordinate and facilitate the vendor pre-qualification process.
• Support vendors in completing vendor registration forms in COUPA.
• Ensure approved quotations are accurately recorded in COUPA and that approved LPOs are issued to vendors.
• Liaise with suppliers to establish realistic delivery schedules and assess vendor performance against agreed timelines.
• Review invoices and ensure complete documentation (GRN, Invoice, Delivery Note, LPO) prior to submitting it to Finance.
• Manage the flow of procurement documents between departments to ensure accountability and proper filing.
• Prepare VAT and Duty Exemption requests to the Ministry of Foreign Affairs and Kenya Revenue Authority using the IPMIS system.
• Conduct bid analysis and prepare comprehensive evaluation summaries for committee review.
• Prepare Request for Proposal (RFP) reports for tender committee sessions.
• Reconcile vendor accounts by comparing invoices with payments.
• Participate in developing, implementing, monitoring, and reviewing procurement plans.
• Work with departments to identify and document procurement needs for supplies, equipment, and services.
• Track all orders to ensure timely delivery and follow up on any delays.

Job description