Procurement Officer at Concern Worldwide

About the Role

Concern Worldwide is seeking a dynamic Procurement Officer to join our expanding team in Nairobi, Kenya. You will play a critical role in managing procurement operations and ensuring efficient delivery of supplies and services across our organization.

Main Duties and Responsibilities

Procurement Operations

• Process Service Requests (SRs) with proper authorization and in compliance with donor-specific rules
• Procure supplies and services according to specifications (vehicle hire, accommodation, conferences, visibility materials, office consumables, furniture, IT equipment, etc.)
• Update the SR tracker weekly with clear procurement status indicators for all actioned procurements
• Source quotations (RFQs/RFPs) and prepare Quality Evaluation Forms (QEFs)
• Ensure all quotations are reviewed and authorized by budget holders in accordance with the Delegation of Authority (DOA)
• Verify compliance with technical specifications, delivery schedules, and payment terms
• Liaise with suppliers as needed to facilitate procurement processes

Invoice and Payment Management

• Process invoices accurately upon completion of service or delivery of supplies
• Maintain real-time updates of invoice and SR trackers
• Complete payment requests and coordinate with the Finance department
• Ensure timely supplier payments in accordance with agreements

Equipment and Emergency Requests

• Ensure timely purchase and delivery of equipment and emergency requests
• Maintain adherence to organizational policies and procedures throughout the process

Documentation and Record Management

• Maintain soft copy and hard copy filing systems for logistics and procurement documents
• Ensure proper organization and accessibility of all records

Supplier Management

• Participate in supplier evaluations and assessments
• Support supplier prequalification and identification processes
• Conduct market surveys as required
• Contribute to the establishment and maintenance of the approved supplier list

Additional Responsibilities

• Adhere to and promote the standards outlined in the Concern Code of Conduct and associated policies
• Demonstrate commitment to providing a safe working environment for team members and beneficiaries
• Take all necessary measures to meet Core Humanitarian Standards (CHS)
• Perform any other duties as assigned by the Line Manager

Person Specification

Minimum Education, Qualifications & Experience

• Degree in Logistics, Procurement, Supply Chain Management, or related field
• Professional certification in procurement and logistics or supply chain management
• Relevant professional experience in procurement or supply chain management