The Kenya Scouts Association (KSA) invites applications from qualified and motivated individuals to fill the position of Procurement Officer at its headquarters in Nairobi. This role presents an opportunity to contribute to one of Kenya’s most respected youth movements—an organization that has, for over a century, shaped generations of disciplined, responsible, and service-oriented citizens through values-based education and leadership development.
Established in 1910 and operating under the Kenya Scouts Act (Cap 219 of the Laws of Kenya), the Kenya Scouts Association is part of the global Scouting Movement. It provides non-formal education to young people across the country, complementing the formal curriculum through programs that emphasize character building, citizenship, and community service.
The successful candidate will play a vital role in managing and streamlining procurement and supply chain processes within the Association, ensuring adherence to established policies, national laws, and international best practices in public procurement.
About the Role
The Procurement Officer will be responsible for the planning, coordination, and execution of all procurement and supply chain functions within the Association. This position requires a professional with a thorough understanding of procurement procedures, supply management systems, and compliance frameworks.
Working under the supervision of the National Executive Commissioner, the officer will ensure that the Association’s procurement operations are efficient, transparent, and compliant with both internal policies and external legal requirements.
The role demands a high level of integrity, analytical capability, attention to detail, and the ability to balance efficiency with compliance.
Key Responsibilities
The Procurement Officer will oversee the entire procurement cycle of the Kenya Scouts Association, ensuring value for money in all transactions and accountability in the utilization of resources. The specific duties include:
- Procurement Planning and Budgeting
- Develop and implement the annual procurement plan and budget proposal in consultation with relevant departments.
- Align procurement activities with approved organizational budgets and work plans.
- Ensure timely preparation, updating, and execution of procurement plans to support program delivery.
- Tendering and Contract Management
- Prepare, review, and manage procurement contracts and agreements in accordance with established laws and internal procedures.
- Coordinate the preparation and issuance of tender documents, bidding requests, and requests for quotations for goods, works, and services.
- Participate in tender openings and commercial evaluations in collaboration with technical and user departments.
- Draft and maintain accurate documentation related to tenders, evaluations, and contract awards.
- Ensure contract compliance and facilitate smooth execution, including monitoring supplier performance and addressing any arising contractual disputes.
- Procurement Process Management
- Oversee the end-to-end procurement process, from requisition to delivery, ensuring transparency and fairness.
- Facilitate the prompt and accurate delivery of goods, works, and services in accordance with tender awards or purchase orders.
- Supervise the receipt, verification, and inspection of ordered goods to confirm conformity with specifications and quality standards.
- Maintain comprehensive records of procurement activities for audit and compliance purposes.
- Coordinate with finance and user departments to ensure timely payments to suppliers upon satisfactory delivery.
- Policy Implementation and Compliance
- Contribute to the development, review, and implementation of procurement policies, procedures, and systems.
- Ensure all procurement activities are conducted in compliance with the Public Procurement and Asset Disposal Act (PPADA) 2015 and related regulations.
- Promote adherence to ethical standards, transparency, and accountability in procurement practices.
- Liaise with relevant oversight and regulatory bodies to maintain full compliance with statutory obligations.
- Supply Chain and Inventory Management
- Coordinate and monitor inventory levels to ensure optimal stock levels and timely replenishment.
- Participate in regular stock-taking exercises and ensure accurate inventory records are maintained.
- Work closely with store and logistics staff to streamline supply chain operations and enhance efficiency.
- Implement systems for tracking procurement performance and supplier reliability.
- Performance Management and Supervision
- Manage the day-to-day operations of the procurement unit, including supervision and appraisal of staff performance.
- Provide mentorship, guidance, and capacity building to procurement staff to enhance their professional competence.
- Foster teamwork, accountability, and continuous improvement within the unit.
- Reporting and Documentation
- Prepare and submit timely procurement reports, including expenditure summaries, tender status updates, and contract performance reports.
- Maintain organized and up-to-date procurement files and documentation for internal and external review.
- Provide accurate procurement data for decision-making and audits.
- Best Practices and Continuous Improvement
- Identify opportunities to enhance efficiency and transparency in procurement processes.
- Promote the adoption of modern procurement practices and technologies.
- Benchmark and implement international best practices in supply chain management.
- Ensure environmental and sustainability considerations are integrated into procurement decisions where applicable.
Desired Competencies and Attributes
While the role demands specific technical expertise, the Kenya Scouts Association also values personal and professional attributes that align with its mission and values. The ideal candidate should demonstrate:
- Strong analytical and decision-making abilities, particularly in evaluating tenders, bids, and supplier proposals.
- Excellent communication and negotiation skills for effective engagement with suppliers and internal stakeholders.
- High integrity, ethical standards, and adherence to transparency in procurement processes.
- Ability to work under pressure and manage multiple priorities in a dynamic environment.
- Strong leadership and interpersonal skills to effectively supervise and motivate staff.
- Attention to detail, accuracy, and accountability in financial and contractual matters.
- A proactive approach to problem-solving and process improvement.
Qualifications and Experience
Applicants should meet the following requirements:
- At least five (5) years of relevant work experience, with a minimum of three (3) years at a senior level in Procurement.
- A Bachelor’s degree in Procurement, Purchasing and Supplies, Commerce, Business Administration, Economics, Social Sciences, or a related discipline.
- Professional qualification in Supply Chain Management (such as CIPS or KISM).
- Active membership in a recognized professional body (KISM or CIPS) in good standing.
- Certificate in Computer Proficiency.
- Compliance with Chapter Six of the Constitution of Kenya (2010).
Working Environment
The position is based at the Kenya Scouts Association Headquarters in Nairobi, a dynamic environment that offers opportunities for collaboration with a broad network of internal departments, regional offices, and partner organizations. The officer will work closely with program, finance, and administrative teams to support the Association’s mission of empowering young people across Kenya.
The role may require occasional travel within the country to support procurement activities at the regional level or to inspect and verify supplies delivered to field offices and projects.
Employment Type and Reporting Structure
The Procurement Officer will report directly to the National Executive Commissioner and will be a key member of the administrative team responsible for ensuring that all procurement operations are efficient, compliant, and aligned with the organization’s strategic objectives.
The position offers a competitive remuneration package commensurate with experience and qualifications, in line with the Association’s HR policies and practices.
Application Procedure
Interested candidates are invited to submit their applications, which should include a cover letter and a detailed Curriculum Vitae (CV), addressed to:
The National Executive Commissioner
Kenya Scouts Association
Rowallan Scouts Camp
P.O. Box 4122-00100, Nairobi
Applications must be sent via email to [email protected] and must clearly state the position being applied for in the email subject line.
All applications should reach the Association on or before 17th October 2025.
Only shortlisted candidates will be contacted.
This position offers an opportunity to contribute to a long-standing national movement dedicated to nurturing young people into responsible citizens through leadership, education, and community service. Candidates who meet the above criteria and share the values of integrity, service, and excellence are encouraged to apply.
