Responsibilities
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 doc
