Procurement Assistant at Ministry of Agriculture & Livestock Development

Position Title: Procurement Assistant
Duty Station: PCMU Eldoret
Reporting to: Programme Procurement Specialist
1. Job Purpose
The Procurement Assistant will support the implementation of INReMP’s procurement
processes in accordance with GoK and IFAD procurement guidelines. The role involves
assisting in the preparation of procurement documents, maintaining accurate records,
and ensuring compliance with procurement procedures. The Procurement Assistant will work closely with finance and programme teams, suppliers, and service providers to facilitate timely and transparent acquisition of goods, works, and services.
2. Key Responsibilities
A. Procurement Planning and Documentation
• Maintain and update the procurement tracking system and procurement plan.
• Prepare periodic procurement status reports for internal review and donor
reporting.
• Ensure adherence to GoK and IFAD procurement guidelines, including the Public
Procurement and Asset Disposal Act (PPADA).
• Assist in the preparation of procurement reports and documentation for audits and
reviews.
B. Tendering and Bidding Processes
• Assist in the preparation of bidding documents, requests for quotations (RFQs),
and tender notices.
• Support tender opening, evaluation, and documentation of proceedings.
C. Supplier and Contract Management Support
• Ensure proper filing and archiving of all procurement documents, including bid
submissions, evaluation reports, and contracts.
• Maintain an up-to-date supplier database and contract register.
• Liaise with suppliers and service providers to ensure timely delivery and contract
compliance.
D. Compliance and Reporting
• Support procurement audits by providing required documentation and responding
to queries.
E. Logistical and Administrative Support
• Process purchase orders and payment requests in coordination with finance and
programme teams.
• Coordinate logistics for procurement committee meetings, including scheduling
and documentation.
• Provide administrative support to the Procurement Specialist and contribute to
procurement planning.
F. Other Duties
• Undertake any other duties assigned by the NPC.
3. Academic Qualifications
• Diploma in Procurement, Supply Chain Management, Business Administration, or
a related field.
• A valid professional certification in procurement (e.g., CIPS, KISM) is an added
advantage.
4. Applicable Professional Experience
• Minimum of five years of experience in procurement or supply chain management,
preferably within a similar GoK/donor-funded projects.
• Familiarity with public procurement procedures and donor procurement
frameworks.
• Knowledge of the Public Procurement and Asset Disposal Act (PPADA) and related
regulations.
5. Competencies and Skills
• Proficiency in MS Office (especially Excel and Word) and procurement software or
Enterprise Resource Planning systems.
• Strong organizational, documentation, and record-keeping skills.
• High level of integrity, attention to detail, and ability to meet deadlines.
• Good communication and interpersonal skills.

1. Access the National Employment Authority’s Integrated Management System (NEAIMS) through www.neaims.go.ke
2. Sign up as a Jobseeker/Intern (if not already signed up).
3. Login and capture your CV/Profile comprehensively.
4. Submit your registration in the portal.
5. Apply for the position(s) of interest as advertised.
6. Frequently check on the status of your application and wait for shortlisting to be done.

Note: Manual/paper applications will not be accepted.

Documents Required (for shortlisted candidates)

• Updated Curriculum Vitae (CV)
• Copies of National ID, academic and professional certificates
• Supporting documents and testimonials
• Letter of recommendation from the current or recent Supervisor (Optional)

Successful candidates will also be required to submit documents in compliance with Chapter Six of the Constitution (2010).

Important Notes

• All appointments are on performance-based contract terms and are subject to an IFAD No Objection.
• Only shortlisted candidates will be contacted.
• The Ministry of Agriculture and Livestock Development is an equal opportunity employer.
• Applications from women, youth, and persons with disabilities are highly encouraged.