Posted by the organisation on ReliefWeb · Verified employer
Procurement Assistant
Habitat for Humanity
Job at a glance
- Employer
- Habitat for Humanity
- Position
- Procurement Assistant
- Location
- Kenya
- Experience
- 2+ years in procurement/supply chain
- Education
- Bachelor's Degree or Higher Diploma
- Salary
- Not stated in the advert
- Application deadline
- 16 October 2026
- Posted on VacancyKE
- 7 October 2026
VacancyKE summary
Habitat for Humanity is hiring a Procurement Assistant in Kenya to support tender processes and documentation. You will handle purchase orders, supplier payments, and maintain procurement records while ensuring compliance with donor requirements.
What stands out about this opportunity
- NGO sector experience is an added advantage
- CIPS or KISM membership preferred
- Focus on donor compliance and audit readiness
- Christian values alignment required
Key responsibilities
- Assist in obtaining quotations, preparing documents, and supporting tender processes.
- Prepare and process Local Purchase Orders (LPOs) and Local Service Orders (LSOs).
- Support supplier payment processing, including invoice tracking and approval follow-up.
- Maintain procurement trackers, supplier databases, and status reports.
- Receive, record, and route procurement requests, invoices, and communications.
- Ensure proper filing and archiving of procurement records electronically and physically.
- Assist with procurement compliance and documentation for audits and reviews.
- Participate in meetings, prepare minutes, and follow up on timely delivery.
Who should apply?
This role suits early-career professionals with a degree in procurement or business administration who want to gain NGO experience. It is ideal for organized individuals comfortable with detailed documentation and donor compliance requirements.
Key requirements
- Bachelor's Degree or Higher Diploma
- 2+ years procurement experience
- Microsoft Office proficiency
- English fluency
- Integrity and ethical conduct
- Record-keeping accuracy
Nice to have
- Professional certification in Procurement and Supply Chain Management (CIPS, CPSP(K), or equivalent).
- Membership or registration with the Kenya Institute of Supplies Management (KISM).
- Experience working with NGOs, donor-funded projects, or international development organizations.
- Experience using electronic procurement and document management systems.
What you should know
- Role requires Christian commitment and willingness to support Habitat for Humanity's mission.
- Must demonstrate accountability, stewardship, teamwork, and results orientation.
- Requires ability to work long hours as part of core competencies.
- All employees must take seriously their ethical responsibilities regarding safeguarding beneficiaries.
How to apply
Official source: Posted by the organisation on ReliefWeb · reliefweb.int. VacancyKE never charges job seekers.
Original employer advertisement
Published by Habitat for Humanity on reliefweb.int. Shown for reference; the employer’s version is the official one.
The employer’s advert
**Key Responsibilities:**
- Assist in obtaining quotations, preparing procurement documents, and supporting tender processes.
- Prepare and process Local Purchase Orders (LPOs), Local Service Orders (LSOs), and related procurement 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 and departmental meetings and prepare minutes when required.
- Support follow-up on procurement activities to ensure timely delivery of goods and services.
- Perform any other duties assigned by the Procurement Officer or Senior Procurement Officer.
**Key Performance Measures / Indicators**
- Percentage of procurement requests processed within agreed timelines.
- Accuracy and completeness of procurement documentation.
- Timely preparation and issuance of LPOs/LSOs.
- Supplier payment documentation submitted on time.
- Procurement tracker and supplier database updated regularly.
- Procurement files properly filed and archived.
- Number of procurement transactions completed in compliance with policy.
- Timely receipt, recording, and routing of procurement requests and invoices
- Support provided for procurement committee meetings and minutes preparation
- Reduction in procurement documentation errors and missing records
- Supplier inquiries and procurement-related requests responded to within agreed timelines
- Audit findings related to procurement documentation and record management
**Qualifications & Experience**
- Bachelor's Degree in Procurement and Supply Chain Management, Logistics, Business Administration, Commerce, or a related field from a recognized institution or Higher Diploma.
- Professional certification in Procurement and Supply Chain Management (CIPS, CPSP(K), or equivalent) will be an added advantage.
- Membership or registration with the Kenya Institute of Supplies Management (KISM) is desirable.
- At least two (2) years of relevant work experience in procurement, supply chain management, logistics, or administrative support.
- Experience working with NGOs, donor-funded projects, or international development organizations will be an added advantage.
- Demonstrated experience in procurement documentation, supplier management, records management, and procurement compliance.
- Experience using electronic procurement and document management systems is desirable.
**Knowledge and Skills Required**
- Knowledge of procurement principles, policies, and procedures.
- Fluency in English with good verbal and written communication skills
- Understanding of donor compliance requirements NGO procurement practices.
- Proficiency in Microsoft Office Suite, particularly Excel, Word, PowerPoint, and Outlook.
- Strong organizational and record-management skills with a high level of accuracy and attention to detail.
- Excellent communication, interpersonal, and stakeholder engagement skills.
- Ability to manage multiple tasks, prioritize workloads, and meet deadlines.
- Strong analytical and problem-solving skills.
- High level of integrity, accountability, and commitment to ethical procurement practices.
**Core Competencies**
- Christian commitment and willingness to support Habitat for Humanity's mission, vision, and values.
- Accountability and Stewardship.
- Teamwork and Collaboration.
- Planning and Organizing.
- Attention to Detail.
- Results Orientation.
- Integrity and Ethical Conduct.
- Ability to work long hours.
**Safeguarding:** HFH requires that all employees take seriously their ethical responsibilities to safeguarding our intended beneficiaries, their communities, and all those with whom we work.
- Assist in obtaining quotations, preparing procurement documents, and supporting tender processes.
- Prepare and process Local Purchase Orders (LPOs), Local Service Orders (LSOs), and related procurement 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 and departmental meetings and prepare minutes when required.
- Support follow-up on procurement activities to ensure timely delivery of goods and services.
- Perform any other duties assigned by the Procurement Officer or Senior Procurement Officer.
**Key Performance Measures / Indicators**
- Percentage of procurement requests processed within agreed timelines.
- Accuracy and completeness of procurement documentation.
- Timely preparation and issuance of LPOs/LSOs.
- Supplier payment documentation submitted on time.
- Procurement tracker and supplier database updated regularly.
- Procurement files properly filed and archived.
- Number of procurement transactions completed in compliance with policy.
- Timely receipt, recording, and routing of procurement requests and invoices
- Support provided for procurement committee meetings and minutes preparation
- Reduction in procurement documentation errors and missing records
- Supplier inquiries and procurement-related requests responded to within agreed timelines
- Audit findings related to procurement documentation and record management
**Qualifications & Experience**
- Bachelor's Degree in Procurement and Supply Chain Management, Logistics, Business Administration, Commerce, or a related field from a recognized institution or Higher Diploma.
- Professional certification in Procurement and Supply Chain Management (CIPS, CPSP(K), or equivalent) will be an added advantage.
- Membership or registration with the Kenya Institute of Supplies Management (KISM) is desirable.
- At least two (2) years of relevant work experience in procurement, supply chain management, logistics, or administrative support.
- Experience working with NGOs, donor-funded projects, or international development organizations will be an added advantage.
- Demonstrated experience in procurement documentation, supplier management, records management, and procurement compliance.
- Experience using electronic procurement and document management systems is desirable.
**Knowledge and Skills Required**
- Knowledge of procurement principles, policies, and procedures.
- Fluency in English with good verbal and written communication skills
- Understanding of donor compliance requirements NGO procurement practices.
- Proficiency in Microsoft Office Suite, particularly Excel, Word, PowerPoint, and Outlook.
- Strong organizational and record-management skills with a high level of accuracy and attention to detail.
- Excellent communication, interpersonal, and stakeholder engagement skills.
- Ability to manage multiple tasks, prioritize workloads, and meet deadlines.
- Strong analytical and problem-solving skills.
- High level of integrity, accountability, and commitment to ethical procurement practices.
**Core Competencies**
- Christian commitment and willingness to support Habitat for Humanity's mission, vision, and values.
- Accountability and Stewardship.
- Teamwork and Collaboration.
- Planning and Organizing.
- Attention to Detail.
- Results Orientation.
- Integrity and Ethical Conduct.
- Ability to work long hours.
**Safeguarding:** HFH requires that all employees take seriously their ethical responsibilities to safeguarding our intended beneficiaries, their communities, and all those with whom we work.