Procurement Officer NGO Job HELGA

NGO Jobs. Humanitarian Efforts for the Learning of Girl-Child in Africa Jobs

Key Responsibilities

Procurement Planning & Execution

• Develop and manage project procurement plans that are genuinely aligned with programme timelines — not documents that sit in a drawer
• Run end-to-end procurement processes: market surveys, RFQs, ITBs, RFPs, bid evaluations, and award decisions — each step documented and compliant with HELGA’s policies and donor requirements
• Prepare purchase orders and contracts with specifications that are clear enough to be enforced and terms that protect the organisation
• Work closely with programme teams to anticipate procurement needs in advance — because reactive procurement is expensive procurement

Vendor & Contract Management

• Build and maintain a live supplier database that reflects current market reality — diverse, reliable, and regularly reviewed
• Manage vendor relationships professionally: high standards expected, performance monitored, issues addressed promptly
• Lead contract negotiations with the dual objective of securing competitive value and maintaining quality — and know when to walk away

Compliance, Documentation & Audit

• Maintain procurement records that are complete, chronological, and organised well enough that an auditor could follow the trail without assistance
• Ensure full compliance with organisational policy, donor regulations, and Kenyan procurement law on every transaction — no exceptions, no shortcuts
• Identify procurement risks proactively and put practical mitigations in place before they escalate
• Support internal and external audits with documentation and responsive follow-up to any queries raised

Market Intelligence & Cost Efficiency

• Conduct regular market assessments to ensure HELGA is buying at competitive rates and from credible suppliers
• Identify sustainable cost savings across the procurement portfolio — without compromising on quality or compliance

Stakeholder Engagement

• Build genuine working relationships with finance, programme, and HR colleagues so that procurement is seen as an enabler — not an obstacle
• Engage with vendors and external partners in a manner that is professional, fair, and consistent with HELGA’s values

Qualifications

Essential

• A Bachelor’s degree in Procurement, Supply Chain Management, Business Administration, or a related field
• Three to five years of experience managing procurement in a structured compliance environment — NGO or donor-funded experience is strongly preferred
• Demonstrated competence in running end-to-end procurement cycles from planning through to contract management
• Thorough understanding of donor compliance requirements as they apply to procurement

Desirable

• Professional procurement certification — CIPS or KISM membership signals the professional standard we are seeking
• Experience working under USAID, EU, FCDO, UN agency, or foundation procurement frameworks
• Familiarity with the procurement tools and systems commonly used in the Kenyan NGO sector
• Experience supporting external audits from the procurement side — including responding to audit queries

How to Apply

Submit your application to applications@helgakajiado.org and include the following:

• A focused CV — no longer than three pages
• A cover letter that tells us who you are, not just what you have done
• Your minimum expected gross monthly salary (this is mandatory — applications without it will not be reviewed)
• Your earliest possible start date