Procurement Assistant – Nairobi

About the role

RefuSHE is seeking a Procurement Assistant to support the purchase of goods and services needed for its programmes in Nairobi. The role ensures that procurement activities are carried out on time, at best value, and in compliance with donor rules, organisational policy and Kenyan law.

Key responsibilities

• Receive, verify and process purchase requests, ensuring completeness, approval and budget alignment.
• Request quotations, prepare comparison and bid analysis sheets, and support tender committee meetings.
• Prepare purchase orders, contracts and service agreements for approval.
• Follow up with suppliers on delivery times, receive and inspect goods for quantity and quality.
• Prepare goods received notes and forward complete payment documents to Finance.
• Maintain a complete procurement file for each purchase, ready for audit.
• Update the pre‑qualified supplier list, manage supplier registration and due‑diligence checks.
• Track supplier performance and report issues such as late deliveries or poor quality.
• Assist with stores and inventory management, including stock records, issuing items and regular counts.
• Tag new assets and update the fixed‑asset register.
• Maintain a procurement tracker showing the status of all requests and orders.
• Verify supplier tax compliance certificates and ensure correct KRA ETIMS invoicing.
• Report any suspected fraud, bribery or conflict of interest immediately.

Required profile

• A diploma or degree in Procurement and Supply Chain Management, Business Administration or related field.
• Membership of the Kenya Institute of Supplies Management (KISM); CIPS certification is an advantage.
• At least 2 years of procurement or stores experience, preferably in an NGO or donor‑funded setting.
• Knowledge of Kenyan procurement legislation, including the Public Procurement and Asset Disposal Act, 2015.
• Understanding of tax requirements for suppliers, including tax compliance certificates and KRA ETIMS.
• Fluent spoken and written English and Kiswahili.
• High integrity and ability to maintain confidentiality.

Required skills

• Proficiency in Microsoft Excel.
• Experience with an inventory or ERP system.