Procurement Officer

Role Overview

This role focuses on the day-to-day execution of procurement and disposal activities, ensuring every purchase follows the organisation’s approved policies, Kenyan procurement regulations, and industry best practices. The jobholder works closely with internal departments to consolidate buying needs, run tenders, manage supplier relationships, and track contract performance—all while maintaining clear records and supporting evaluation processes. The position is central to achieving value for money and keeping the supply chain running smoothly.

Key Responsibilities

• Lead the end-to-end procurement cycle: prepare requests for quotations, proposals, terms of reference, specifications, and purchase orders in line with established guidelines.
• Manage the supplier prequalification process and keep the vendor database current and accurate.
• Consolidate purchasing requests from various departments and schedule deliveries so that goods and services arrive when needed.
• Ensure all procurement actions remain within approved budgets and deliver measurable value for money.
• Track supplier and service provider contracts from start to finish, coordinating renewals, amendments, and performance reviews with relevant stakeholders.
• Maintain a secure filing system for tenders, contracts, and procurement records, ensuring safe custody and easy retrieval.
• Support tender evaluation committees by preparing documentation, recording decisions, and following up on implementation of awards.
• Handle all supplier communications—including tender invitations, award notifications, and regret letters—and attend procurement meetings to capture minutes and action points.
• Draft the annual procurement plan in collaboration with the finance team and produce regular inventory and asset reports.
• Arrange repairs, maintenance, and replacements for office equipment and facilities to keep them functional.
• Contribute to business continuity, health and safety, and emergency response initiatives as needed.

Requirements & Qualifications

• Bachelor’s Degree in Procurement, Supply Chain Management, or a closely related field from a recognised institution.
• At least three years of hands-on experience in a procurement or supply chain role, ideally within a structured corporate or public-sector environment.
• Current membership with the Kenya Institute of Supplies Management (KISM) or the Chartered Institute of Procurement & Supply (CIPS) as a full member.
• Strong planning, organisation, and coordination abilities to juggle multiple purchasing cycles simultaneously.
• Solid negotiation, problem-solving, and decision-making skills to resolve supplier issues and secure favourable terms.
• Excellent written and verbal communication, plus interpersonal skills to work effectively with internal teams and external vendors.
• Business acumen with keen attention to detail—ability to spot inconsistencies and ensure compliance.
• Comfortable managing conflict, working under pressure, and meeting tight deadlines.
• Proactive, resilient, and results-driven mindset; comfortable taking initiative.
• Good ICT skills, including experience with procurement software and standard office tools.