Procurement Assistant

ActionAid Kenya is an international development organization dedicated to achieving social justice, gender equality, and eradicating poverty.

The Procurement Assistant will be responsible for supporting the Procurement and Administration department by processing procurement requests, purchase orders, and invoices. Key duties include managing supplier documentation, coordinating travel arrangements, overseeing inventory, maintaining accurate records, and assisting with procurement reporting. This position requires close collaboration with programme teams, the Finance department, and external suppliers to ensure all procurement activities adhere strictly to ActionAid Kenya's policies and procedures.

1. Review pending invoices for accuracy, completeness, and required supporting documentation, verifying goods and services against approved purchase orders.
2. Identify and follow up on discrepancies and missing documentation to support timely processing of invoices and payments.
3. Receive and process approved purchase requests, prepare purchase orders, and request quotations from suppliers in accordance with AAIK procedures.
4. Assist in obtaining and maintaining supplier documentation, following up on orders and delivery timelines.
5. Organize and maintain comprehensive procurement documentation, including purchases, contracts, agreements, quotations, and supplier communications, in both electronic and physical systems.
6. Update invoice and consultancy trackers regularly and accurately, monitoring status and providing timely updates to the Procurement and Administration Coordinator.
7. Assist in reviewing and prioritizing pending and overdue invoices, confirming budget codes, and submitting complete payment documentation to Finance.
8. Reconcile supplier statements with internal procurement and payment records, identifying and resolving discrepancies with relevant teams and suppliers.
9. Assist in arranging local and international flights and hotel bookings for staff, consultants, and guests, and provide general administrative support.
10. Maintain accurate records of incoming and outgoing goods, assist in receiving and inspecting deliveries, and monitor stock levels.
11. Ensure proper storage of goods and supplies, assist with issuing and distributing items, and conduct stock checks, reporting any shortages.
12. Assist in preparing reports on procurement activities, payments, and outstanding issues, ensuring compliance with AAIK procurement policies.

1. Bachelor’s degree or Diploma in Procurement, Supply Chain Management, Purchasing and Supplies Management, or a related field.
2. At least two (2) years of relevant work experience in procurement and/or administration, preferably within a large NGO or international development organization.
3. Demonstrable experience in procurement processes, including requesting quotations, preparing purchase orders, processing invoices, and maintaining procurement records.
4. Experience in stores/inventory management is an added advantage.
5. Knowledge or experience in fleet and facilities management is an added advantage.
6. Strong commitment to AAIK’s vision, mission, values, rights-based approach, equal opportunity, feminist leadership principles, and safeguarding.
7. High level of integrity, dependability, confidentiality, and accountability.
8. Excellent planning, organization, prioritization, and time-management skills.
9. Strong attention to detail and ability to complete tasks accurately and within deadlines.
10. Good interpersonal and communication skills, with strong analytical, negotiation, and problem-solving abilities.
11. Demonstrated initiative and ability to take responsibility for assigned tasks, working effectively as part of a team.
12. Proficiency in Microsoft Office applications, particularly Microsoft Excel, Word, and Outlook, and ability to use online filing and document-management systems.