Job Summary

The Procurement Officer will be responsible for ensuring that procurement functions are conducted effectively within MWA Kenya to achieve the organization’s objectives. The Officer will be responsible for providing responsive and high-quality service to address procurement and administrative needs and issues, including supplier management, contract negotiations, and inventory control. The position will be based in Nairobi, Kenya with occasional travel to program sites. The Officer will report to the Procurement Coordinator.

Roles and Responsibilities

Responsibility 1: Procurement

• Coordinate and execute procurement activities, including sourcing and delivery of goods and services, ensuring compliance with MWA’s policies and procurement guidelines.
• Prepare and process purchase orders and requisitions in line with project needs and budgetary constraints.
• Maintain and monitor procurement records, ensuring documentation accuracy, timeliness and support internal and external audits.
• Ensure compliance with local and organizational procurement policies and any donor requirements.
• Collaborate with finance, logistics, and project teams to ensure that procurement activities align with organizational and project-specific requirements.
• Ensure all procurements comply with donor and organizational procurement policies and thresholds.
• Draft, review, and monitor purchase orders, contracts, and service agreements.
• Track delivery timelines, verify quality of goods/services, and manage vendor performance.

Additional Responsibilities

• Support in organizing meetings, workshops, conferences, and flight bookings.
• Act as a reliever for the office receptionist.
• Perform other duties as assigned to support the efficient operation of the procurement function.

Required Qualifications and Experience:

• Bachelor’s degree in Procurement, Supply chain management or a related field is mandatory.
• A masters in purchasing and supply chain related field is an added advantage.
• Certification from the Chartered Institute of Purchasing and Supplies (CIPS) or equivalent from a reputable institution is mandatory.
• Membership in a reputable professional body (KISM, CIPS), is an added advantage.
• Minimum of 5 years’ experience in procurement roles in a non-governmental organization.
• Experience working in donor-funded projects, is an added advantage.
• Experience using MS Windows and MS Office packages (Excel, Word, PowerPoint) and web conferencing applications.

Personal Skills & Abilities

• High professional ethics and integrity.
• Initiative-taking, resourceful, solutions-oriented, and results-oriented.
• Excellent communication skills.
• Ability to respond effectively to time-sensitive demands and inquiries.
• Ability to manage and prioritize tasks.
• Strong problem-solving skills and analytical ability.
• Strong written and verbal communication skills in English and Kiswahili.