Posted: 2026-09-28 12:45:01  Deadline: October 05, 2026   Full-time   Salary: Confidential

ActionAid International Kenya (AAIK) is inviting applications from qualified candidates for the position of Procurement Assistant. The successful candidate will support the Procurement and Administration function in ensuring timely, efficient, transparent, and compliant procurement and administrative processes.

Position Details

Position: Procurement Assistant.
Grade: B.
Location: Nairobi, Kenya.
Department: Procurement and Administration.
Reports to: Procurement and Administration Coordinator.
Job Type: Full Time.

Key Responsibilities

Review pending invoices for accuracy, completeness, and supporting documentation.
Verify that goods and services have been received in accordance with approved purchase orders.
Check invoice prices, quantities, and details against approved purchase orders and agreed terms.
Identify and follow up on discrepancies and missing documentation.
Receive and process approved purchase requests.
Prepare and process purchase orders in accordance with AAIK procurement procedures.
Request quotations from suppliers and support the preparation of bid analyses.
Assist in obtaining and maintaining supplier documentation.
Follow up with suppliers on orders and delivery timelines.
Organize and maintain procurement documentation relating to purchases, contracts, agreements, quotations, and supplier communications.
Maintain accurate records of invoices, purchase orders, quotations, contracts, agreements, and related correspondence.
Maintain accurate electronic and physical procurement records for reporting and audit purposes.
Update the invoice tracker and consultancy tracker regularly and accurately.
Follow up on outstanding invoices, documentation, payments, and discrepancies.
Assist in reviewing and prioritizing pending and overdue invoices.
Confirm relevant budget codes and supporting information with the Finance team.
Submit complete and approved payment documentation to Finance or Accounts Payable.
Assist in reconciling supplier statements with internal procurement and payment records.
Assist in arranging local and international flights and hotel bookings for staff, consultants, and guests.
Provide general administrative support and assist with meetings, workshops, and other activities where required.
Maintain accurate records of incoming and outgoing goods.
Assist in receiving and inspecting delivered goods to confirm that they meet approved specifications and quantities.
Monitor stock levels and notify the relevant officer when supplies need replenishment.
Ensure goods and supplies are properly stored to prevent damage, loss, or deterioration.
Assist with issuing and distributing goods and maintaining appropriate records.
Conduct stock checks as required and report shortages or discrepancies.
Assist in preparing reports on pending invoices, procurement activities, payments, and outstanding issues.
Ensure procurement activities are undertaken in accordance with AAIK procurement policies and procedures.
Report potential instances of non-compliance to the Procurement and Administration Coordinator.

Qualifications

Bachelor’s degree or Diploma in Procurement, Supply Chain Management, Purchasing and Supplies Management, or a related field.
At least two (2) years of relevant work experience in procurement and/or administration.
At least two (2) years’ experience in a similar capacity, preferably within a large NGO or international development organization.
Demonstrable experience in procurement processes, including requesting quotations, preparing purchase orders, processing invoices, and maintaining procurement records.
Experience in stores or inventory management is an added advantage.
Knowledge or experience in fleet and facilities management is an added advantage.
High level of integrity, dependability, confidentiality, and accountability.
Excellent planning, organization, prioritization, and time-management skills.
Strong attention to detail and ability to complete tasks accurately and within deadlines.
Good interpersonal and communication skills.
Good analytical, negotiation, and problem-solving skills.
Demonstrated initiative and ability to take responsibility for assigned tasks.
Ability to work effectively as part of a team and interact professionally with suppliers, staff, partners, and visitors.
Proficiency in Microsoft Office applications, particularly Microsoft Excel, Word, and Outlook.
Ability to maintain accurate electronic records and use online filing and document-management systems.

Safeguarding and Ethical Conduct

Strong commitment to AAIK’s values and to safeguarding the rights and dignity of all people with whom the organization works.
Strict adherence to AAIK’s policies and procedures relating to safeguarding, prevention of sexual harassment, exploitation and abuse, child protection, prevention of fraud and corruption, confidentiality, and ethical conduct.
Strong commitment to feminist leadership principles and safeguarding.
Commitment to equal opportunity and the principles outlined in the AAIK Code of Conduct.

Application Process

Interested and qualified candidates should send their application via email only, including their Cover Letter and Curriculum Vitae (CV), on or before Monday, October 05, 2026, COB.

Application Email: hresources.Kenya@actionaid.org

Human Resources Team
ActionAid International Kenya

More details: Procurement Assistant at ActionAid International Kenya (AAIK) (Full Job Description)