Procurement Assistant

About the role

The Procurement Assistant will support Habitat for Humanity Kenya in managing procurement processes, from quotation collection to supplier payment. This role ensures timely and compliant acquisition of goods and services to support the organization’s mission.

Key responsibilities

• Assist in obtaining quotations, preparing procurement documents, and supporting tender processes.
• Prepare and process Local Purchase Orders (LPOs) and Local Service Orders (LSOs), maintaining related documentation.
• Support supplier payment processing, including invoice tracking and follow‑up for approvals.
• Maintain procurement trackers, supplier databases, and status reports.
• Receive, record, and route procurement requests, invoices, and supplier communications.
• Ensure proper filing and archiving of procurement records in both electronic and hard‑copy formats.
• Assist with procurement compliance and documentation for audits and reviews.
• Participate in procurement meetings and prepare minutes when required.

Required profile

• Bachelor's degree in Procurement, Supply Chain Management, Logistics, Business Administration, Commerce or related field, or a higher diploma.
• At least two years of relevant experience in procurement, supply chain, logistics or administrative support, preferably with NGOs or donor‑funded projects.
• Demonstrated experience in procurement documentation, supplier management, records management and compliance.
• Professional certification (CIPS, CPSP(K) etc.) and membership with Kenya Institute of Supplies Management are advantageous.

Required skills

• Proficiency in Microsoft Office Suite, especially Excel, Word, PowerPoint and Outlook.
• Strong organizational and record‑management abilities with high accuracy.