PROCUREMENT AND LOGISTICS OFFICER - REF.NO: HEA PL0-01/2025

Hand in Hand Eastern Africa (HiH EA) is a registered NGO in Kenya and Tanzania and is part of the Hand in Hand global network. The organization started operations in Kenya in October 2010 and is currently operating in 26 Field offices within 33 out of 47 Counties in Kenya. HiH EA has so far mobilized, trained and is training over 354,858 members (80% women, 40% youth) who have created over 334,179 enterprises (30% eco-enterprises) and over 452,272 jobs on the Kenyan Programme. The organization works with marginalized communities in the areas of economic and social empowerment using a participatory approach aimed at helping people fight poverty and vulnerability.

The Hand in Hand enterprise and job creation approach is based on a philosophy of self-help, providing training, skills and support to enable people living in poverty, particularly women, to build and sustain independent, market-based, economic activities. This provides for a higher level of income for them and their families, which in turn contributes to greater food security, better education for children, increased access to healthcare, improved housing and overall improved livelihoods.

Hand in Hand Eastern Africa seeks to fill the below vacancy.

SUMMARY PROCUREMENT AND LOGISTICS OFFICER JOB DESCRIPTION AND SPECIFICATIONS REF.NO: HEA PL0-01/2025 (1) POST

The Procurement and Logistics Officer supports the efficient execution of procurement plans, vendor management, and administrative operations to meet organizational goals. This role ensures compliance with organizational policies, manages procurement records, coordinates with vendors, and supports logistical and administrative needs.

Duties and responsibilities

• Support the Procurement and Logistics Manager in implementing procurement plans aligned with organizational priorities.

• Assist in consolidating departmental procurement needs into comprehensive procurement plans.

• Monitor procurement activities to ensure timely delivery and adherence to approved budgets and timelines.

• Conduct market research to support procurement decisions and identify cost-saving opportunities.

• Manage end-to-end procurement processes, including issuing requests for quotations (RFQs), evaluating bids, and awarding contracts.

• Prepare and process purchase orders (POs) in line with approved procurement plans and organizational policies.

• Monitor supplier performance to ensure timely delivery of goods and services that meet quality standards.

• Maintain accurate and up-to-date procurement records, including contracts, purchase orders, and invoices.

• Oversee the vendor prequalification process, ensuring compliance with organizational requirements.

• Update and maintain the vendor database, ensuring supplier information is accurate and up-to-date.

• Assist in vendor prequalification processes and evaluate documentation to ensure compliance.

• Support the evaluation of supplier performance and report findings to the Procurement and Logistics Manager.

• Ensure all procurement processes comply with donor, legal, and organizational policies.

• Prepare documentation for audits and assist in addressing audit findings.

• Maintain accurate records for traceability and compliance purposes.

• Identify and report potential procurement risks to the Procurement and Logistics Manager.

• Prepare periodic reports on procurement activities, including spend analysis and supplier performance.

• Maintain procurement committee minutes and follow up on action points as assigned.

• Provide updates on the status of procurement plans and activities to the Procurement and Logistics Manager.

• Coordinate with internal departments to gather procurement requirements and ensure timely processing of requests. Liaise with suppliers and external stakeholders to facilitate procurement operations.

• Support communication between the procurement team and other organizational departments.

Job Specifications

• Degree in any of the following areas: Procurement and Logistics, or Purchasing and Supplies or Business Management or related fields with relevant experience.

• Professional qualifications: At least CIPS level 4 qualification/ KISM CPSP-K (Certified Procurement & Supply Professional)

• At least 3 Years’ experience in a similar position in a busy organization in a similar position preferably from NGO background.

• Good communication skills and strong command of English and Swahili languages

• A strong team player and demonstrated ability to work effectively in a multi-disciplinary team setting.

• Data Analysis Skills: Proficiency in data analysis to track purchasing patterns, assess supplier performance and generate reports for informed decision-making

• Organizational Skills: Proficient in managing multiple tasks while maintaining attention to detail systematic, and able to deal well with short lead times.

• Technology: Proficiency in Microsoft Office Suite and familiarity with ERP systems.

• Computer literacy in the use of MS Office Suite - Windows, Word, Excel, PowerPoint and

Outlook, with practical experience in the use of electronic communications including email, internet, etc.

• Ability to communicate technical information clearly and effectively to both technical and non-technical colleagues, and have excellent report writing skills

• Ability to work independently but consult as necessary and deliver results with minimum supervision and under pressure.

Application process

Qualified and interested candidates should forward a cover letter and CV, citing the Position and Reference Number to HiH-EA via Brighter Monday on or before close of business by 13th March 2025.

Only shortlisted candidates will be contacted.