Procurement Specialist

Programme & Policy Logistics & Procurement

Overview

Ensure efficient internal operations and manage procurement activities.

You have:

• Bachelor’s degree in a relevant field (e.g., Business, Procurement).
• 3–5 years of relevant work experience.
• Procurement or relevant administration qualification/certification (e.g., CIPS or equivalent).

Description

Heifer International is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, religion, colour, national origin, gender, gender identity, sexual orientation, age, status as a protected veteran, among other things, or status as a qualified individual with some form of disability.

The Organization

Since 1944, Heifer International has supported more than 36 million Small Holder Farmer (SHF) families globally lift themselves out of hunger and poverty while caring for the earth in partnership with the communities we serve including Youth & Women. Heifer International is now accelerating its strategic approaches to closing the Sustainable Living Income (SLI) gap for 10 million additional SHF households globally by 2030 using the Sustainable Locally Led Development (SLLD) approach.

In Kenya, we aim to reach 625,000 smallholder farmers, including women and youth against Heifer Africa's target of 6.745 million. Heifer does this through the Sustainable locally led development approach.

The Operations Department – Kenya

The Operations Department in Kenya plays a crucial role in ensuring the smooth and efficient functioning of daily activities, managing resources, and supporting the organization's mission and programs. It acts as the business support arm, delivering critical services through two primary units: Procurement and Administration.

Function

The Procurement Specialist is responsible for ensuring efficient internal operations, providing administrative support to staff, and managing procurement activities in alignment with organizational policies. This role includes coordinating travel, asset and fleet management, vendor relationships, facilities, and event logistics. It is both internally and externally facing, requiring high levels of professionalism and customer service.

Responsibilities & Deliverables

A. Administration (45%)

• Oversee day-to-day office operations to ensure productivity and efficiency.
• Coordinate employee travel, including flights, accommodation, and logistics with approved vendors.
• Manage fleet operations: schedule maintenance, maintain motor vehicle insurance, and handle rental needs.
• Handle confidential documentation and ensure secure filing systems.
• Coordinate distribution of office equipment and tools to staff.
• Maintain accurate documentation of all vendor processes and transactions.
• Plan and execute administrative functions, including mail services, record keeping, and furniture allocation.
• Organize internal meetings, conferences, and events.
• Prepare and track administrative expense reports and budgets.
• Ensure compliance with Quality Management Systems and Occupational Health & Safety standards.
• Support the completion of special internal projects.
• Manage asset registration, tagging, verification, maintenance, and disposal.

B. Procurement (55%)

• Develop and implement annual procurement plans.
• Evaluate suppliers, review quotes, and ensure competitive and quality sourcing.
• Draft specifications and performance standards for tenders and procurements.
• Monitor and document procurement activities, including RFPs and RFQs.
• Ensure compliance with funder and organizational procurement policies.
• Identify and resolve procurement process issues in a timely manner.
• Lead troubleshooting efforts related to vendor or order challenges.
• Advise stakeholders on procurement risks and mitigations.
• Maintain procurement records and purchase databases.
• Update and manage supplier information and relationships.
• Research and evaluate new vendors to maintain quality and competitiveness.
• Monitor inventory levels and ensure timely reordering of supplies.

C. Any Other Assigned Function (5%)

• May perform other job-related duties as assigned.

  Minimum Requirements

• Bachelor’s degree in a relevant field (e.g., Business, Procurement).

• 3–5 years of relevant work experience.
• Procurement or relevant administration qualification/certification (e.g., CIPS or equivalent).

Key Behavioural Competencies

• Accountability
• Professional Excellence
• Humility
• Customer Orientation
• Empathy
• Innovation

Deadline for Application: 27th June 2025.

Apply now

Potential interview questions

Added 1 year ago - Updated 11 months ago - Source: heifer.org