Procurement and Logistics Assistant at Christian Health Association of Kenya (CHAK)

Job Profile
CHAK is seeking to hire an experienced Procurement and Logistics Assistant who will provide day-to-day support for procurement, logistics, and related administrative functions in support of the CHAK–Jamii Tekelezi project deliverables. The role ensures that procurement processes are implemented in compliance with CHAK and USG policies, standards, and best practices, with a focus on accuracy, efficiency, and timely service delivery.

The position works under the direct supervision of the Procurement, Operations & Logistics Manager and collaborates closely with project teams and stakeholders to ensure effective coordination of procurement and logistical support across program activities.

Key Responsibilities

Procurement Documentation, Operations & Compliance

• Ensure consistent application of the three-way matching process by verifying Purchase Orders, invoices, and delivery notes, and confirming all required approvals and signatures prior to submission to Finance for payment processing.
• Maintain procurement trackers for all Purchase Orders and modifications, reconciling invoices against POs and delivery notes, and updating payment submission status within required timelines.
• Ensure buttressed documentation by attaching all relevant supporting records, including RFQs, ITBs, bid analysis reports, purchase orders, and invoices, prior to payment submission.
• Ensure all procurement requests are supported by approved purchase requisitions prior to issuance of RFQs, in compliance with procurement procedures.
• Monitor e-procurement workflows, identifying delays or gaps and escalating issues promptly for resolution.
• Maintain complete soft and hard copy records of contracts, service level agreements, and vendor documentation for audit readiness.
• Liaise with vendors to ensure timely delivery of goods and services, ensuring proper documentation and compliance with procurement requirements.

 Vendor Coordination & Procurement Cycle Management

• Serve as the first point of contact for vendor invoices, ensuring accuracy and completeness of documentation for payment processing.
• Conduct routine follow-up on procurement activities on behalf of the supervisor, providing timely status updates and responding to stakeholder queries.
• Monitor procurement progress and liaise with vendors throughout the cycle, escalating post-order issues to program teams for resolution.
• Counter-check Goods Received Notes (GRNs) against invoices, identify discrepancies, coordinate corrections, and ensure all supporting documents are complete for audit purposes.

VAT Reimbursement Processing, Tracking & Compliance

• Provide end-to-end VAT reimbursement support, including preparation, photocopying, and systematic filing of ETRs, invoices, and supporting documentation for audit and compliance purposes.
• Maintain and regularly update tracking systems for VAT claims, invoices to ensure accuracy, completeness, and traceability of all submissions.
• Monitor USG approvals, ensuring timely follow-up on pending submissions and escalating delays where necessary.
• Coordinate with internal teams and external vendors to verify documentation requirements and resolve discrepancies affecting VAT reimbursement processing.
• Follow up with vendors and relevant stakeholders to ensure timely processing, approval, and settlement of VAT refund claims.

Fleet, Transport & Logistics Coordination

• Manage vehicle allocation and weekly scheduling, ensuring fair distribution of project vehicles in line with operational needs and departmental approvals.
• Monitor vehicle usage for compliance with transport and fleet management policies, including authorization, security controls, maintenance, fueling, and proper documentation.
• Coordinate logistics for project activities, including movement of goods, staff travel, and service delivery to ensure smooth and efficient operations.
• Oversee procurement-related travel and accommodation arrangements for project staff in support of program implementation.

Qualifications and Competencies

• Bachelor’s degree in business administration, Commerce, Finance, Procurement, Supply Chain Management.
• At least two (2) years of relevant professional experience in Procurement and Supplies Management within the NGO, private, or public sector environments.
• Active membership in CIPS or KISM, with a valid Supplies Management Practitioner’s License.
• Strong computer skills in MS Word, Excel, and PowerPoint.
• Experience with ERP or procurement systems is an added advantage.
• Integrity
• Teamwork and Cooperation
• Self-driven, innovative, a team player with strong interpersonal skills
• Ethical, trustworthy, and committed to high standards of professionalism.