Prequalification of Vendors Consultant

Role Overview

HIAS Kenya is seeking a consultant to manage the review, evaluation and verification of applications from suppliers seeking prequalification to provide goods and services. Working with the Procurement Unit, the consultant will help ensure decisions are fair, documented and consistent with applicable policies and procedures, then prepare a supplier database and coordinate contracting with successful applicants. The assignment is expected to be completed within six weeks.

Key Responsibilities

• Review the prequalification documents against HIAS Kenya’s categories of goods and services.
• Reconcile supplier applications with payments received and organise the application-opening process, including document marking, timelines and assigned responsibilities.
• Assess and analyse applications against the established criteria, including applicants’ readiness to meet HIAS Kenya’s terms and conditions.
• Verify applicants who meet the prequalification requirements through phone and/or physical checks.
• Produce a technical evaluation report and recommendations, identifying categories with no applicants or fewer than three applications and proposing appropriate procurement measures to address gaps.
• Develop a supplier database for the January 2027–December 2029 period, organised by product and service category and including supplier name, physical address, telephone number, email address and contact person details.
• Coordinate preparation and signing of contracts with vendors selected through the process.

Requirements & Qualifications

• Demonstrated expertise in procurement or supply chain management, supported by relevant qualifications and consulting experience in the field.
• Ability to design and explain a practical methodology for managing supplier prequalification, evaluation, verification, reporting and contracting.
• Capacity to provide a clear work plan, with responsibilities identified for each member of the consultancy team, if applicable.
• Applicants must submit CVs for the consultant and any proposed team members, company registration documentation where applicable, and a KRA PIN.
• At least two client references for previous work of a similar nature are required.
• A detailed financial proposal aligned with the proposed work plan and deliverables must be included.

What We Offer / Why Join

This is a time-based consultancy assignment with a six-week period covering application opening, evaluation, reporting and contracting. The work will contribute to establishing HIAS Kenya’s prequalified supplier database for the 2027–2029 period.