Procurement Assistant

Position: Procurement Assistant (1 Position) Location: Nairobi Duration: 6 Months (April 2026 – September 2026) Direct Supervisor: Senior Procurement Officer About Peace Winds Japan (PWJ) Peace Winds Japan (PWJ) is a Japanese Non-Governmental Organization established in 1996. PWJ has been providing humanitarian and development assistance for people affected by forced displacement and natural disasters in more than 20 countries in the world. PWJ launched its mission in Kenya in 2012 and has been implementing projects funded by various donors, including UN agencies and the government of Japan, in the shelter, WASH, infrastructure development, livelihood, and food security to ensure that refugees and host communities access essential services and grow toward self-reliance. In Garissa and Turkana Counties, Peace Winds is actively engaged in promoting sustainable solutions for protracted refugee situations through its Logistics, WASH and Infrastructure development projects in line with the National Government of Kenya as well as the Garissa and Turkana Counties Integrated Development Plans and strategies such as Kalobeyei Integrated Socio-Economic Development Program (KISEDP), Garissa Integrated Socio-Economic Development Program(KISEDP) and the Shirika Plan. Job Overview The Procurement Assistant will support procurement and supply chain operations for Peace Winds Japan (PWJ) from the Nairobi office, ensuring compliance with PWJ procurement and finance policies. The position will report to the Senior Procurement Officer and will assist in reviewing purchase requests, coordinating with suppliers, maintaining procurement records, and tracking procurement activities. The role will also support the timely procurement and delivery of goods and services to field sites in Dadaab and Kakuma while ensuring proper documentation and efficient procurement processes to support program implementation. Key Roles and Responsibilities Administrative Responsibilities: Support procurement activities within the Nairobi office and assist field teams in Kakuma and Dadaab with administrative tasks. Maintain a comprehensive and organized filing system for all supply chain department documents. Deputize the Senior Procurement Officer in their absence to ensure continuity of supply chain and program record management. Supply Chain Activities: Ensure all supply chain activities comply with PWJ procurement and finance policies. Support procurement functions for all projects under the guidance of the Senior Procurement Officer. Familiarize yourself with and adhere to the PWJ Procurement Manual. Prepare and submit bi-weekly procurement reports to the Senior Procurement Officer, ensuring accuracy and completeness. Procurement Responsibilities: Receive and review purchase requests from program staff and field operations for correctness. Ensure all procurements comply with PWJ policies and procedures, meet quality standards, are fairly priced, and are delivered on time. Follow up with suppliers on approved purchase orders to meet lead times. Monitor and update the purchase request tracker regularly. Ensure all purchases are properly authorized in line with PWJ finance and supply chain procedures. Maintain up-to-date files for price guides, catalogs, and technical product information for budgeting and ordering purposes. Assist the Senior Procurement Officer in reviewing procurement documents before approval, keeping proper records, and maintaining inventory of used purchase orders. Coordinate closely with the procurement and supply chain teams in Dadaab and Kakuma to ensure timely delivery of program supplies from Nairobi. Qualifications and Experience Degree in Procurement and Supply Chain management with a minimum of 3 years’ hands on practical experience in Procurement. Member of either CIPS (Chartered institute of Procurement and Supplies or KISM Kenya Institute of management. Proven practical experience with INGO/NGO in Kenya Familiarity with ERP systems Excellent oral and written communication skills. Computer literate (word processors, spreadsheet, database, etc.) Thorough method of working with ability to work under pressure to pursue multiple tasks simultaneously to successful conclusions; Committed team player; Fluency in English and Kiswahili.

Qualified & Interested candidates should submit their resume (2 pages) and a cover letter (1 page) detailing their relevant experience to [email protected]. Please include “Application for Procurement Assistant – Nairobi" in the subject line. The deadline for applications is 25th March 2026. You are also required to indicate your expected salary in your application letter. Shortlisting will be done on a rolling basis. Hard copy applications will not be accepted. All Qualified and interested candidates irrespective of age, gender, race, religion, or ethnic affiliation are encouraged to apply for this vacancy. Any form of CANVASSING will result in automatic disqualification of the candidate. Only shortlisted candidates will be contacted. PWJ conducts an anti-terror check as part of the recruitment process. It is a prerequisite that you pass this check and maintain this status throughout your employment with us. Everyone applying for a job with PWJ must be ready to comply with our Staff Policy on prevention of sexual exploitation, abuse and harassment and our child safeguarding policy