Descriptions
Summary
**Procurement Assistant at Aga Khan Foundation**
**Overview**
• The Aga Khan Foundation (AKF) is hiring a Procurement Assistant to support the implementation of its Climate Resilience Project, focusing on Maendeleo Regenerative Farming at Aga Khan University (AKU) – Arusha Climate Environment Research (ACER).
**Key Responsibilities**
• Support the effective implementation and monitoring of annual procurement plans in collaboration with project and finance teams.
• Ensure all procurement activities comply with organizational procurement policies and procedures, donor requirements, and value-for-money principles.
• Assist in the sourcing, identification, and prequalification of competent suppliers, contractors, and service providers.
• Facilitate the collection of quotations, preparation of bid analyses, and coordination of supplier evaluation processes.
• Support negotiations with suppliers and vendors to secure cost-effective, high-quality, and timely delivery of goods and services.
• Prepare, process, and maintain procurement documentation, including purchase requisitions, bidding documents, local purchase orders (LPOs), contracts, and procurement files.
• Maintain and regularly update the database of prequalified suppliers and vendor records.
• Follow up with suppliers and service providers to ensure timely delivery in accordance with agreed contracts and purchase orders.
• Coordinate with the Finance Department to facilitate timely processing and settlement of suppliers` invoices.
• Maintain accurate, organized, and up-to-date procurement records and filing systems in both electronic and hard copy formats.
• Update procurement tracking tools and support the preparation of periodic procurement reports, including monthly and quarterly reports.
• Support inventory management processes to ensure proper tracking and accountability of organizational assets and supplies.
• Ensure procurement records are complete, accurate, and readily accessible for audit and compliance reviews.
• Promote environmentally sustainable and climate-responsive procurement practices where applicable.
• Encourage inclusive and gender-responsive procurement practices, including engagement with women-led businesses and local suppliers where feasible.
• Liaise with internal departments and external stakeholders to ensure smooth and efficient procurement operations.
• Carry out any other duties and responsibilities as may be assigned by the line manager.
**Requirements**
• Diploma or Advanced Diploma in one of the following fields from a recognized institution:
• Procurement and Supply Chain Management
• Procurement and Logistics Management
• Any other related field
• At least 2 years of relevant working experience in procurement or supply chain management, preferably within donor-funded project organizations.
• Good knowledge of procurement procedures, vendor management, and contract administration.
• Familiarity with procurement legislation, donor compliance requirements, and best procurement practices.
• Strong organizational and record management skills with attention to detail.
• Proficiency in Microsoft Office applications.
• Good analytical, negotiation, and problem-solving skills.
• Excellent oral and written communication skills in English and Kiswahili.
• Ability to work under pressure, manage multiple assignments, and meet deadlines with minimal supervision.
• High level of integrity, professionalism, and ethical conduct.
• Commitment to AKF`s [...]
How to apply
Use the application link below to open the official application form.
