Procurement Assistant

Peace Winds is a disaster preparedness, response, and recovery organization that advocates for increased collaboration between governments, militaries, NGOs, and the private sector to respond to natural disasters globally. We are seeking a Procurement Assistant to support our operations in Kenya. This role focuses on supporting procurement activities within the Nairobi office while providing administrative assistance to field teams in Kakuma and Dadaab. The successful candidate will maintain organized records, ensure compliance with procurement policies, and coordinate the timely delivery of program supplies.

Key Roles and Responsibilities

Administrative Responsibilities

• Support procurement activities in the Nairobi office and assist field teams in Kakuma and Dadaab with administrative tasks.
• Maintain a comprehensive and organized filing system for all supply chain department documents.
• Deputize the Senior Procurement Officer in their absence to ensure continuity of supply chain and program record management.

Supply Chain Activities

• Ensure all supply chain activities comply with Peace Winds Japan (PWJ) procurement and finance policies.
• Support procurement functions for all projects under the guidance of the Senior Procurement Officer.
• Familiarize yourself with and adhere to the PWJ Procurement Manual.
• Prepare and submit bi-weekly procurement reports to the Senior Procurement Officer, ensuring accuracy and completeness.

Procurement Responsibilities

• Receive and review purchase requests from program staff and field operations for correctness.
• Ensure all procurements comply with PWJ policies and procedures, meet quality standards, are fairly priced, and are delivered on time.
• Follow up with suppliers on approved purchase orders to meet lead times.
• Monitor and update the purchase request tracker regularly.
• Ensure all purchases are properly authorized in line with PWJ finance and supply chain procedures.
• Maintain up-to-date files for price guides, catalogs, and technical product information for budgeting and ordering purposes.
• Assist the Senior Procurement Officer in reviewing procurement documents before approval, keeping proper records, and maintaining inventory of used purchase orders.
• Coordinate closely with the procurement and supply chain teams in Dadaab and Kakuma to ensure timely delivery of program supplies from Nairobi.

Qualifications and Experience

• Degree in Procurement and Supply Chain Management.
• Minimum of 3 years’ hands-on practical experience in Procurement.
• Member of either CIPS (Chartered Institute of Procurement and Supplies) or KISM (Kenya Institute of Management).
• Proven practical experience with INGO/NGO in Kenya.
• Familiarity with ERP systems.
• Excellent oral and written communication skills.
• Computer literate (word processors, spreadsheet, database, etc.).
• Thorough method of working with the ability to work under pressure and pursue multiple tasks simultaneously.
• Committed team player.
• Fluency in English and Kiswahili.

How to Apply

Qualified and interested candidates should submit their resume (maximum 2 pages) and a cover letter (maximum 1 page) detailing their relevant experience to recruit@peace-winds.or.ke. Please include "Application for Procurement Assistant (Please indicate your preferred station)" in the subject line. You are also required to indicate your expected salary in your application letter. Shortlisting will be done on a rolling basis. Hard copy applications will not be accepted. The deadline for applications is 25th March 2026.