KE-Procurement Officer-Travel, National at Church World Service

Church World Service (CWS) was founded in 1946 and is a cooperative ministry of 37 Christian denominations and communions, providing sustainable self-help, development, disaster relief, and refugee assistance around the world. The CWS mission is to eradicate hunger and poverty and to promote peace and justice at the national and international level through c...

 

KE-Procurement Officer-Travel, National

  • Job TypeFull Time
  • QualificationBA/BSc/HND
  • Experience4 years
  • LocationNairobi
  • Job FieldProcurement / Store-keeping / Supply Chain 

Core Job Responsibilities:

Procurement Administration (65%)

  • Under the guidance of the Procurement Manager, contribute to strategic planning conversations to set and achieve RSC Program goals.
  •  Provide input on quarterly and/or annual departmental staff and work projections, which contribute to Procurement annual budgeParticipates in budget preparation by researching cost estimates of proposed items.
  • Procures goods and services in a cost-effective, timely and transparent manner in line with CWS Polices, Co-operative Agreement and 2CFR200.
  •  Coordination: Communicating with staff and programs regarding travel requests, coordinating with travel service providers and airlines.
  •  Travel and Air Ticketing
  •   Arranging travel: In coordination with the travel agent, ensure booking international and domestic air tickets, securing visas, arranging accommodations, and managing vehicle rentals for all staff and visitors.
  • Logistics: Ensuring all logistical arrangements are in place, including airport pickups, drop-offs, and field travel arrangements.
  • Coordinates and facilitates the vendor pre-qualification process.
  • Support vendors in completing vendor forms in COUPA.
  • Ensures all approved quotations are captured in COUPA and approved LPOs sent to the vendors.
  • Liaises with vendors to create realistic delivery schedules and compare actual deliveries to evaluate vendors’ performance and responsiveness.
  • Reviews invoices and ensure complete documentation (GRN, Invoice, Delivery Note, LPO) and submits to finance for payment.
  • Manages the flow of complete procurement documents between the departments.
  • Prepares VAT and DUTY exemptions for Ministry of Foreign Affairs and Kenya Revenue Authority in IPMIS system.
  • Analyzes incoming bids by coming up with a comprehensive analysis of the requirements of the bid for review by the committee meetings.
  • Prepares the Request for proposal (RFP) reports for tender committee review.
  • Ensures reconciliations for vendors by comparing invoices and payments.
  • Participates in developing, facilitating, implementing, monitoring and reviewing procurement plans.
  • In coordination with other departments establishes detailed requirements for office supplies, equipment and other goods and services required.
  • Tracks orders to ensure timely deliverie

 Compliance (15%)

  • Ensuring all procurement contracts are updated, coordinate and monitor the supply chain function to ensure compliance with procurement policies and practices and donor requirements.
  • Ensures procurement records are accurate, up to date and in compliance with donor policies.

Data management (10%)

  • Maintaining accurate records of all travel arrangements and expenses
  • Assists in conducting market research to capture the current cost, evaluate offers from vendors and negotiate better prices

Representation (5%)

  • Builds and maintains positive relationships with all members of staff, and contactors both within and outside CWS Africa

Additional Roles and Responsibilities (5%)

  • Performs any other duties as assigned to improve the operations of CWS Africa

Qualifications

Experience:

  • A minimum of 4 years of experience in procurement, with specific focus on travel and logistics is required
  • Proven track record in vendor management, tendering, contract negotiation, and sourcing.
  • Experience working with ERP systems (e.g., SAP, Oracle, Microsoft Dynamics).
  • NGO/Donor-funded project experience (e.g., USAID, UN, EU) is an added advantage.

Hands-on experience in:

  • Sourcing and booking flights, accommodation, and ground transportation.
  • Managing travel agencies and negotiating corporate travel rates.
  • Coordinating travel for large groups, VIPs, or emergency deployment.
  • Familiarity with travel policies, visa processes, and travel risk management.
  • Experience with donor-funded projects (e.g., USAID, UN) is an asset.

Check if your CV matches this job with MyJobMag AI

Method of Application

Interested and qualified? Go to Church World Service on local-careers-cwsglobal.icims.com to apply

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