Procurement Associate

Palladium International , Kenya

Skill Required:, Business Development/ Resource MobilizationFinance and Accounts
Preferred Experience: 
2 years of relevant work experience
Closing Date for Applications: 
4th March, 2020

Job Description

Project Overview and Role:

Palladium is implementing a cooperative agreement - USAID Tupime Kaunti formerly County Measurement, Learning and Accountability Program (CMLAP) in Kenya. The purpose of this activity is to support ongoing activities by the national and county governments and other development partners to strengthen outcome measurements, learning and accountability (MLA) systems in order to provide quality data and synthesized information for planning, implementation, policy development and decision making. This activity focuses its support in the following HIV, malaria and MNCH in focal counties of Homabay, Migori, Kisii, Kakamega, Busia, Vihiga, Bungoma, and Kisumu. In addition, the project anticipates supporting Nakuru, Baringo,Turkana and Samburu.

The Palladium led Tupime Kaunti project team includes the Kenya School of Government. Together they bring a deep knowledge of the country context—in particular, experience working on strengthening HIS in devolved counties. We have a collective track record in governance, health M&E and data systems, ICT and analytics, data demand and use, and capacity building strategies at all levels of the health system. Through our existing projects, the partners have established collaborative working relationships with local nongovernmental, community-based, and faith-based organizations (NGO/CBO/FBO) and the County Health Management Teams (CHMTs) that will facilitate work planning and the achievement of project results.

The project has two sub-purposes:

  • Increased leadership and management capacity of county governments for effective outcome Measurement Learning and Accountability systems;
  • Increased availability, analysis and use of quality data

A 30-person team is based in Kisumu to achieve the project results, led by a Chief of Party also based in Kisumu. The project anticipates having a satellite office in Nakuru with at least 3 staff. Other Palladium staff in Nairobi and our international offices will provide routine technical and administrative support and assistance.

Position Summary

The Procurement Associate/Assistant will be responsible for ensuring timely sourcing of service providers for approved project activities and proper documentation of the same to facilitate their payment. S/he will report to the Finance and Administration Manager. The position is currently based in Kisumu but may relocate to Nakuru, Kenya. No expatriate or relocation benefits are associated with the position.

Duties and Responsibilities

  • Ensure timely booking of venues for meetings, accommodation and conferences for both internal and external requests, based on the approved budget and timelines for the activities in liaison with the project team members;
  • Bookings of refreshments and outside catering services for internal meetings held in the offices;
  • Provide Logistics support for ground and air transport based on authorized approvals;
  • For all approved procurement, obtain quotations from vendors, analyze and prepare bid analysis, LPOs among others in line with company and client policies and regulations;
  • Ensure all the required supporting documents to received invoices (LPO’s delivery note, SRN, GRN, Screening documents etc.) and submit them to finance for payment on a timely basis;
  • Maintain a database of vendors per county and outside the region, based on different categories and participate in company wide procurement meetings as may be required;
  • Maintain a tracker of activities supported during the months, LPOs issued and invoices received on monthly basis;
  • Prepare VAT report based on DA1 forms approved by USAID on relevant invoices and refunds from vendors as applicable;
  • Assist in consumables and inventory tracking;
  • Assisting with reception desk roles when holder is not available

Educational Background and Experience

  • A university degree in Procurement, Business Administration, Finance or a related field;
  • At least 2-year continuous experience in procurement, logistics, finance or general administration duties;
  • Experience in USAID projects and /or large donor funded projects;
  • Ability to meet deadlines in a fast-paced environment;
  • Excellent interpersonal skills, strong communications skills;
  • Fluency in written and spoken English and Swahili;
  • Basic Ms Excel, Word and Outlook


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