Procurement Officer – Jobs in Kenya

Job Title: Procurement Officer

Job Location: Nairobi ( Candidates must be legally entitled to work in Kenya at the time of application)

Reports to: Logistics Coordinator

Direct Reports: None

Job Summary:

The incumbent will provide efficient and effective procurement support in compliance with Concern’s and Donor policies and procedures. This role is needed for Maternity Cover.

Main Duties & Responsibilities:
Responsible for procurements done in Nairobi. This includes the following

• Processing SR’s (authorised correctly, Donor specific rules) and updating SR Tracking Sheet weekly
• Sourcing quotations
• Preparing QEFs and submitting them to Logistics Assistant to prepare Purchase Orders
• Preparing contracts
• Liaising with Suppliers as and when needed
• Processing Invoices for payment and completing payment requests
• Responsible for procuring of services e.g. Conferences/ Meals and accommodation
• Coordinate with Finance to ensure payments to suppliers are made in a timely manner
• Provide for cover as required
• Soft copy and Hard copy filing of logistics and procurement documents
• Supporting in tenders and pre-qualifications, if required

Responding to Emergencies:

• Participating and contributing, towards Concern’s emergency response, as and when necessary
• Complying with Concern’s health, safety and security guidelines during emergencies

Concern Code of Conduct and Associated Policies:

• Adhering to the standards of conduct outlined in the Concern Code of Conduct & Associated Policies
• Supporting and promoting the standards outlined in the Code of Conduct & Associated Policies to their team, partner organisations and beneficiaries, and being committed to providing a safe working environment

Accountability:

• Promote and ensure compliance with the Core Humanitarian Standard (CHS) commitments and quality criteria
• Ensure that all staff are familiar with the principles underpinning accountability, safeguarding and Concern’s Complaints and Response Mechanism (CRM) and ensure that information about Concern’s commitments on accountability and safeguarding are disseminated among programme participants and communities
• Ensure that the CRM is functional, effectively implemented and accessible in all programme locations, enabling safe reporting of both programmatic and sensitive complaints, including safeguarding concerns, ensure that complaints are welcomed, managed and responded to in a timely, fair and appropriate manner; ensure that sensitive complaints, including safeguarding concerns, are handled with utmost confidentiality and that the safety of the complainants and those affected is prioritized at all stages

Job Specification:

Essential:

• Degree in procurement and logistics, or related disciplines
• At least three (3) years’ experience in a similar role
• Proficiency with computers and Microsoft Office Excel and Word
• Good interpersonal and communication skills

Desirable:

• Previous experience working in an NGO and/or Concern is preferred
• Excellent organisational, interpersonal and communication skills
• Innovative, team player, with an ability to work under pressure

Concern has an organizational Code of Conduct (CCoC) with three Associated Policies; the Programme Participant Protection Policy (P4), the Child Safeguarding Policy and the Anti-Trafficking in Persons Policy. These have been developed to ensure the maximum protection of programme participants from exploitation, and to clarify the responsibilities of Concern staff, consultants, visitors to the programme and partner organization, and the standards of behaviour expected of them. In this context, staff have a responsibility to the organization to strive for, and maintain, the highest standards in the day-to-day conduct in their workplace in accordance with Concern’s core values and mission. Any candidate offered a job with Concern Worldwide will be expected to sign the Concern Staff Code of Conduct and Associated Policies as an appendix to their contract of employment. By signing the Concern Code of Conduct, candidates acknowledge that they have understood the content of both the Concern Code of Conduct and the Associated Policies and agree to conduct themselves in accordance with the provisions of these policies. Additionally, Concern is committed to the safeguarding and protection of vulnerable adults and children in our work. We will do everything possible to ensure that only those who are suitable to work or volunteer with vulnerable adults and children are recruited by us for such roles. Subsequently, working or volunteering with Concern is subject to a range of vetting checks, including criminal background checking.

Concern’ is the trading name of ‘Concern Worldwide’, a company limited by guarantee, registered number 39647; registered charity number CHY 5745, registered in Ireland, registered address is 52-55 Lower Camden Street, Dublin 2, Ireland. Follow Concern online: www.concern.net