Position Title:                           Procurement Officer

Reports To:                              Senior Procurement Officer/Procurement Manager

Division:                                   Administration

Department:                              Procurement

Job Location:                           Nairobi, Kenya

Grade Level:                             Grade 5, Officer, National

Introduction:

Church World Service (CWS) is a not-for-profit, faith-based organization transforming communities around

the globe through just and sustainable solutions to hunger, poverty, displacement and disaster. CWS does

not discriminate based on race, color, religion, sex, national origin, gender identity, genetic information,

age, disability or veteran status in employment or in the provision of services.

This position will primarily focus on travel-related procurement. This position is primarily responsible for

carrying out the purchasing and procurement functions of supplies, equipment and services. It ensures

procurement of high-quality and cost-efficient supplies, equipment and services. The position is also

responsible for maintaining purchasing records and facilitating accurate documentation to Finance.

The Procurement Officer is responsible for executing and monitoring day-to-day procurement, logistics,

transport, and warehousing activities. This position plays a critical role in ensuring uninterrupted support

to program delivery through efficient, transparent, and compliant Procurement processes. The officer also

supports quality reporting and contributes to improving systems and processes. A Procurement Officer’s

job description typically includes managing travel arrangements, including air ticketing, for staff and

visitors. This role involves coordinating logistics, ensuring timely and efficient travel arrangements, and

maintaining accurate records of travel expenses.

Key relationships

Internal to CWS

• Procurement Manager
• Regional Procurement Director
• Other team members in the Property, Finance, Program and M&E departments

External

• Vendors/Suppliers
• Customers/Beneficiaries
• Other Partners, Donors, Government and Regulatory bodies in relation to his/her capabilities

Working Environment

• Office with periodic travel to the field as required
• Demanding workload and responsibilities
• Complex logistical challenges

Core Job Responsibilities:

Procurement Administration (65%)

• Under the guidance of the Procurement Manager, contribute to strategic planning conversations to set and achieve RSC Program goals.
•  Provide input on quarterly and/or annual departmental staff and work projections, which contribute to Procurement annual budgeParticipates in budget preparation by researching cost estimates of proposed items.
• Procures goods and services in a cost-effective, timely and transparent manner in line with CWS Polices, Co-operative Agreement and 2CFR200.
•  Coordination: Communicating with staff and programs regarding travel requests, coordinating with travel service providers and airlines.
•  Travel and Air Ticketing
  •   Arranging travel: In coordination with the travel agent, ensure booking international and domestic air tickets, securing visas, arranging accommodations, and managing vehicle rentals for all staff and visitors.
  • Logistics: Ensuring all logistical arrangements are in place, including airport pickups, drop-offs, and field travel arrangements.
• Coordinates and facilitates the vendor pre-qualification process.
• Support vendors in completing vendor forms in COUPA.
• Ensures all approved quotations are captured in COUPA and approved LPOs sent to the vendors.
• Liaises with vendors to create realistic delivery schedules and compare actual deliveries to evaluate vendors’ performance and responsiveness.
• Reviews invoices and ensure complete documentation (GRN, Invoice, Delivery Note, LPO) and submits to finance for payment.
• Manages the flow of complete procurement documents between the departments.
• Prepares VAT and DUTY exemptions for Ministry of Foreign Affairs and Kenya Revenue Authority in IPMIS system.
• Analyzes incoming bids by coming up with a comprehensive analysis of the requirements of the bid for review by the committee meetings.
• Prepares the Request for proposal (RFP) reports for tender committee review.
• Ensures reconciliations for vendors by comparing invoices and payments.
• Participates in developing, facilitating, implementing, monitoring and reviewing procurement plans.
• In coordination with other departments establishes detailed requirements for office supplies, equipment and other goods and services required.
• Tracks orders to ensure timely deliverie

    Compliance (15%)

• Ensuring all procurement contracts are updated, coordinate and monitor the supply chain function to ensure compliance with procurement policies and practices and donor requirements.
• Ensures procurement records are accurate, up to date and in compliance with donor policies.

Data management (10%)

• Maintaining accurate records of all travel arrangements and expenses
• Assists in conducting market research to capture the current cost, evaluate offers from vendors and negotiate better prices

Representation (5%)

• Builds and maintains positive relationships with all members of staff, and contactors both within and outside CWS Africa

     Additional Roles and Responsibilities (5%)

• Performs any other duties as assigned to improve the operations of CWS Africa

Experience:

• A minimum of 4 years of experience in procurement, with specific focus on travel and logistics is required
• Proven track record in vendor management, tendering, contract negotiation, and sourcing.
• Experience working with ERP systems (e.g., SAP, Oracle, Microsoft Dynamics).
• NGO/Donor-funded project experience (e.g., USAID, UN, EU) is an added advantage.
• Hands-on experience in:
  • Sourcing and booking flights, accommodation, and ground transportation.
  • Managing travel agencies and negotiating corporate travel rates.
  • Coordinating travel for large groups, VIPs, or emergency deployment.
  • Familiarity with travel policies, visa processes, and travel risk management.
  • Experience with donor-funded projects (e.g., USAID, UN) is an asset.

Skills:

• Strong negotiation and supplier management skills.
• Proficiency in travel booking platforms (e.g., Amadeus, Sabre, Galileo).
• Sound knowledge of international and domestic travel regulations.
• Budgeting and cost control for travel-related expenditures.
• Excellent planning, coordination, and multitasking skills.
• Proficiency in MS Office and ERP systems.
• Demonstrated strong organizational and time management skills.

Education & Certifications:

• Bachelor’s Degree or equivalent in Business Administration, Supply Chain Management, Public Administration, Procurement or another related field required
• Diploma in Purchasing and Supplies Management is preferred

Abilities:

• Strong written and verbal English skills.
• Analyze and solve complex problems and make sound decisions.
• Work with minimal supervision.
• Maintain a high-performance standard with attention to detail.
• Work independently and contribute to overall operations of RSC Africa.

Important Requirements:

• Strong English communication skills, both written and oral.
• Ability to work in a multi-cultural environment required.
• Commitment to diversity, equity, and inclusion and willingness to support CWS’ Platform on Racial Justice as a CWS employee required.
• Remain alert and responsive to any child safeguarding and PSEAH (Prevention of Sexual, Exploitation, Abuse and Harassment) risks, acquire relevant knowledge and skills which will enable you to promote strong safeguarding PSEAH practices, understand the child safeguarding and PSEAH Policies and procedures, and conduct yourself in a manner consistent with the Child Safeguarding and PSEAH Policies.

• The candidate should be of good health, willing and able to travel extensively in often difficult conditions and have a high degree of flexibility. Must have proof of Yellow Fever vaccination before traveling for RSC Africa.
• This position is based in Nairobi, Kenya
• This position requires the use of laptops at all times, competence in Microsoft office packages is required.
• This position may require travel in sub-Saharan Africa on short notice and under sometimes difficult conditions to meet demands of a dynamic operational program
• Background check which includes references, and an educational and criminal check is required before the start of employment for International applicants.
• A valid passport and the ability to maintain a valid passport throughout the entire appointment is required, which includes having enough passport pages for travel.
• Physical: This position requires bending, squatting, crawling, climbing, kneeling, sitting, standing, walking, pushing/pulling, handling objects (manual dexterity), reaching above shoulder level, using fine finger movements and lifting/carrying heavy loads.
• Environmental: Incumbents in this position will be exposed to excessive noise, marked changes in temperature and/or humidity, dust and infectious diseases, harsh weather climates, long work hours, bumpy roads, extended travel, excessive sun exposure, and non-ventilated spaces.
• This position is full time
• All employees should be prepared to work from the CWS office within their location of hire. Remote work arrangements may vary depending on location and the governing regulations based on the prevailing context.
• Flexibility and willingness to work long hours, including working on Weekend as needed.