Position Title:                                 Procurement Officer 

Reports To:                                    Senior Procurement Officer/Procurement Manager 

Division:                                         Administration and Operations

Department:                                   Procurement 

Job Location:                                 Nairobi, Kenya 

Grade Level:                                   Grade 5, Officer, National 

The Procurement Officer is responsible for executing and monitoring day-to-day procurement functions, ensuring the acquisition of high-quality, cost-effective goods, equipment, and services in a transparent, efficient, and compliant manner. This role maintains accurate procurement records, supports documentation for Finance, contributes to procurement planning, and ensures smooth operational support for program activities. The position plays a key role in strengthening procurement systems, vendor management, compliance, and continuous process improvement. 

Key relationships  

Internal to CWS 

• Procurement Manager 

• Regional Procurement Director 

• Property, Finance, Program, and M&E teams 

External 

• Vendors/Suppliers 

• Partners, Donors, Government agencies, and Regulatory bodies 

Working Environment  

• Primarily office-based with occasional field visits. 

• Fast-paced environment with complex logistical and operational demands. 

Procurement Administration (65%) 

• Support strategic planning discussions and contribute to departmental projections for annual budgeting. 

• Participate in budget preparation by providing researched cost estimates of proposed items. 

• Procure goods and services in a cost-effective, timely, and transparent manner in line with CWS policies, Cooperative Agreement requirements, and 2CFR200. 

• Coordinate and facilitate the vendor pre-qualification process. 

• Support vendors in completing vendor registration forms in COUPA. 

• Ensure approved quotations are accurately recorded in COUPA and that approved LPOs are issued to vendors. 

• Liaise with suppliers to establish realistic delivery schedules and assess vendor performance against agreed timelines. 

• Review invoices and ensure complete documentation (GRN, Invoice, Delivery Note, LPO) prior to submitting it to Finance. 

• Manage the flow of procurement documents between departments to ensure accountability and proper filing. 

• Prepare VAT and Duty Exemption requests to the Ministry of Foreign Affairs and Kenya Revenue Authority using the IPMIS system. 

• Conduct bid analysis and prepare comprehensive evaluation summaries for committee review. 

• Prepare Request for Proposal (RFP) reports for tender committee sessions. 

• Reconcile vendor accounts by comparing invoices with payments. 

• Participate in developing, implementing, monitoring, and reviewing procurement plans. 

• Work with departments to identify and document procurement needs for supplies, equipment, and services. 

• Track all orders to ensure timely delivery and follow up on any delays. Under the guidance of the Procurement Manager, we contribute to strategic planning conversations to set and achieve CWS Africa Program goals.  

Compliance (15%) 

• Ensure all procurement activities comply with CWS Africa policies, donor regulations, and applicable laws. 

• Maintain accurate, up-to-date procurement records in compliance with documentation and audit requirements. 
• Support internal and external audits by providing complete and well-organized procurement files. 

Data management (10%) 

• Maintain accurate procurement records, price lists, supplier information, and documentation. 

• Conduct market research to capture current pricing, evaluate vendor offers, and support negotiation strategies. 

• Provide reports and procurement data to management as required. 

Representation (5%) 

• Build and maintain positive relationships with staff, suppliers, contractors, and other stakeholders. 

• Represent the Procurement Unit professionally in meetings and vendor interactions.

Additional Roles and Responsibilities (5%) 

• Perform other duties assigned to enhance the efficiency and effectiveness of procurement operations. 

Experience: 

• Minimum 4 years of experience in procurement, sourcing, tendering, contract negotiation, and vendor management. 

• Experience using ERP systems (e.g., SAP, Oracle, Microsoft Dynamics). 

• Experience working with NGOs or donor-funded projects (USAID, UN, EU) is an added advantage 

Skills: 

• Strong negotiation and supplier management skills. 

• Solid understanding of procurement regulations and compliance requirements. 

• Strong analytical, planning, and multitasking abilities. 

• Proficiency in MS Office and ERP systems. 

• Excellent organization, documentation, 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 communication skills in English. 

• Ability to work independently with minimal supervision. 

• High attention to detail and commitment to quality. 

• Strong problem-solving and decision-making skills. 

• Ability to work effectively in a multicultural environment. 

• Commitment to diversity, equity, inclusion, and safeguarding principles. 

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 Africas’ 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 CWS Africa. 

• This position is based in Nairobi, Kenya 

• This position always requires the use of laptops, 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 checks 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 Africa 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. 

Church World Service (CWS) is a not-for-profit, faith-based organization transforming communities around the world through just and sustainable solutions to hunger, poverty, displacement, and disaster. CWS is committed to equal employment opportunity and does not discriminate based on race, color, religion, sex, national origin, gender identity, disability, or veteran status.