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