Procurement Assistant

ActionAid International Kenya (AAIK) is seeking a qualified and experienced Procurement Assistant to support procurement operations, invoice processing, inventory management, and compliance with internal policies and donor regulations. The successful candidate will hold a diploma or degree in procurement or a related field, with at least two (2) years of relevant experience, preferably within a large NGO. Key Responsibilities include : Values Practice & Strategy Change Priorities Leading Innovation and Change – Establish a culture of excellence in respective to a team that values experimentation and continuous improvement Feminist Leadership – Championing feminist leadership principles and values including commitment to diversity and inclusion (race, gender, power) Child protection and safeguarding –Embed AAIK and sector’s approach to child protection and Safeguarding is embedded in all initiatives holistically Invoice Review and Verification Examine all pending invoices to ensure accuracy and completeness Verify that goods or services were received as per the terms of the purchase order Confirm that the prices and quantities match the agreed-upon terms Maintaining Records, Online Filing Reconciliation of Supplier Statements Reconcile supplier statements with internal records to identify any discrepancies or outstanding payments. Address any discrepancies and resolve issues Documentation and Record Keeping and online filing Ensure proper documentation of all invoices, purchase orders, and related communication Implement an organized online filing system for easy retrieval of records Payment Processing Prioritize and process payments for overdue invoices confirm budget codes with finance team Forward processed to finance or accounts payable to ensure timely and accurate payments Reporting Generate reports on the status of pending invoices, payments, and any outstanding issues Provide regular updates to the Procurement and Administration Coordinator on progress and improvements made Policy Compliance Ensure compliance with AAIK’s procurement policies and relevant regulations Implement corrective actions if any non-compliance is identified Update consultancy tracker Update the invoice tracker Assisting visitors to the organization’s offices People management Facilitate, coaching, mentoring and advice within the unit to users/partners Generating and processing purchase order and invoices Verifying and confirming order details, including quantities, prices, and delivery dates Support all program and other department purchase requests Procurement Organizing local and international air flight and hotel bookings for staff and guests Requesting quotations and bid analyses. Organizing and filing documentation related to purchases, contracts, and agreements Procurement minutes taking and program support Other Duties Receiving and Inspecting Goods: Ensure proper storage of goods to prevent damage or spoilage. Issuing and Distributing Goods: Communicate effectively with team on shortages and reorder levels Person Specification Bachelor’s degree or Diploma in procurement related course with a minimum of (2) years’ relevant work experience A strong commitment to AA’s vision, mission and values, especially the rights-based approach and the principles of equal opportunity as outlined in AAIK Code of Conduct A strong commitment to adhering to and promoting AAIK’s approach to Feminist leadership, Sexual Harassment, Exploitation, and Abuse and other Safeguarding concerns (including child abuse and abuse of adults at-risk) Knowledge of fleet and facilities management High degree of integrity, dependability and confidentiality Excellent planning, prioritization and communication skills Good interpersonal and communication skills coupled with ability to influence, negotiate, advice, mentor and train Strong sense of initiation, responsibility, ownership and excellent attention to detail to get things done well and fast Good analytical and negotiation skills; excellent planning and prioritization skills Proficiency in Microsoft Office and Excel

5th August 2025. Please send your application to [email protected]. ActionAid International Kenya is an equal opportunity employer and encourages applications from women and persons with disabilities.