ActionAid International Kenya (AAIK) is seeking a qualified and experienced Procurement Assistant to support procurement operations, invoice processing, inventory management, and compliance with internal policies and donor regulations. The successful candidate will hold a diploma or degree in procurement or a related field, with at least two (2) years of relevant experience, preferably within a large NGO.
Key Responsibilities include:
Values Practice & Strategy Change Priorities
- Leading Innovation and Change – Establish a culture of excellence in respective to a team that values experimentation and continuous improvement
- Feminist Leadership – Championing feminist leadership principles and values including commitment to diversity and inclusion (race, gender, power)
- Child protection and safeguarding –Embed AAIK and sector’s approach to child protection and Safeguarding is embedded in all initiatives holistically
Invoice Review and Verification
- Examine all pending invoices to ensure accuracy and completeness
- Verify that goods or services were received as per the terms of the purchase order
- Confirm that the prices and quantities match the agreed-upon terms
Maintaining Records, Online Filing
- Reconciliation of Supplier Statements
- Reconcile supplier statements with internal records to identify any discrepancies or outstanding payments. Address any discrepancies and resolve issues
- Documentation and Record Keeping and online filing
- Ensure proper documentation of all invoices, purchase orders, and related communication
- Implement an organized online filing system for easy retrieval of records
Payment Processing
- Prioritize and process payments for overdue invoices confirm budget codes with finance team
- Forward processed to finance or accounts payable to ensure timely and accurate payments
Reporting
- Generate reports on the status of pending invoices, payments, and any outstanding issues
- Provide regular updates to the Procurement and Administration Coordinator on progress and improvements made
Policy Compliance
- Ensure compliance with AAIK’s procurement policies and relevant regulations
- Implement corrective actions if any non-compliance is identified
- Update consultancy tracker
- Update the invoice tracker
- Assisting visitors to the organization’s offices
People management
- Facilitate, coaching, mentoring and advice within the unit to users/partners
- Generating and processing purchase order and invoices
- Verifying and confirming order details, including quantities, prices, and delivery dates
- Support all program and other department purchase requests
Procurement
- Organizing local and international air flight and hotel bookings for staff and guests
- Requesting quotations and bid analyses.
- Organizing and filing documentation related to purchases, contracts, and agreements
- Procurement minutes taking and program support
Other Duties
- Receiving and Inspecting Goods:
Ensure proper storage of goods to prevent damage or spoilage. - Issuing and Distributing Goods:
Communicate effectively with team on shortages and reorder levels
Person Specification
- Bachelor’s degree or Diploma in procurement related course with a minimum of (2) years’ relevant work experience
- A strong commitment to AA’s vision, mission and values, especially the rights-based approach and the principles of equal opportunity as outlined in AAIK Code of Conduct
- A strong commitment to adhering to and promoting AAIK’s approach to Feminist leadership, Sexual Harassment, Exploitation, and Abuse and other Safeguarding concerns (including child abuse and abuse of adults at-risk)
- Knowledge of fleet and facilities management
- High degree of integrity, dependability and confidentiality
- Excellent planning, prioritization and communication skills
- Good interpersonal and communication skills coupled with ability to influence, negotiate, advice, mentor and train
- Strong sense of initiation, responsibility, ownership and excellent attention to detail to get things done well and fast
- Good analytical and negotiation skills; excellent planning and prioritization skills
- Proficiency in Microsoft Office and Excel
Application Deadline: 5th August 2025. Please send your application to [email protected].
ActionAid International Kenya is an equal opportunity employer and encourages applications from women and persons with disabilities.
