The Position

The Aga Khan Foundation (AKF) is hiring a Procurement Assistant to support the implementation of its Climate Resilience Project, focusing on Maendeleo Regenerative Farming at Aga Khan University (AKU) – Arusha Climate Environment Research (ACER).

The successful candidate will support procurement planning, supplier management, documentation, compliance, reporting, and coordination with project and finance teams to ensure efficient and transparent procurement operations.

Roles and Responsibilities

The Procurement Assistant will be responsible for the following duties:

• Support the effective implementation and monitoring of annual procurement plans in collaboration with project and finance teams.
• Ensure all procurement activities comply with organizational procurement policies and procedures, donor requirements, and value-for-money principles.
• Assist in the sourcing, identification, and prequalification of competent suppliers, contractors, and service providers.
• Facilitate the collection of quotations, preparation of bid analyses, and coordination of supplier evaluation processes.
• Support negotiations with suppliers and vendors to secure cost-effective, high-quality, and timely delivery of goods and services.
• Prepare, process, and maintain procurement documentation, including:
  • Purchase requisitions
  • Bidding documents
  • Local Purchase Orders (LPOs)
  • Contracts
  • Procurement files
• Maintain and regularly update the database of prequalified suppliers and vendor records.
• Follow up with suppliers and service providers to ensure timely delivery in accordance with agreed contracts and purchase orders.
• Coordinate with the Finance Department to facilitate timely processing and settlement of suppliers’ invoices.
• Maintain accurate, organized, and up-to-date procurement records and filing systems in both electronic and hard copy formats.
• Update procurement tracking tools and support the preparation of periodic procurement reports, including monthly and quarterly reports.
• Support inventory management processes to ensure proper tracking and accountability of organizational assets and supplies.
• Ensure procurement records are complete, accurate, and readily accessible for audit and compliance reviews.
• Promote environmentally sustainable and climate-responsive procurement practices where applicable.
• Encourage inclusive and gender-responsive procurement practices, including engagement with women-led businesses and local suppliers where feasible.
• Liaise with internal departments and external stakeholders to ensure smooth and efficient procurement operations.
• Carry out any other duties and responsibilities as may be assigned by the line manager.

Requirements

Applicants should meet the following qualifications and experience requirements:

• Diploma or Advanced Diploma in one of the following fields from a recognized institution:
  • Procurement and Supply Chain Management
  • Procurement and Logistics Management
  • Any other related field
• At least 2 years of relevant working experience in procurement or supply chain management, preferably within donor-funded project organizations.
• Good knowledge of procurement procedures, vendor management, and contract administration.
• Familiarity with procurement legislation, donor compliance requirements, and best procurement practices.
• Strong organizational and record management skills with attention to detail.
• Proficiency in Microsoft Office applications.
• Good analytical, negotiation, and problem-solving skills.
• Excellent oral and written communication skills in English and Kiswahili.
• Ability to work under pressure, manage multiple assignments, and meet deadlines with minimal supervision.
• High level of integrity, professionalism, and ethical conduct.
• Commitment to AKF’s code of conduct and values.
• Ability to collaborate effectively across multicultural teams and stakeholders located across multiple offices, organizations, and geographies.

• Support the effective implementation and monitoring of annual procurement plans in collaboration with project and finance teams.
• Ensure all procurement activities comply with organizational procurement policies and procedures, donor requirements, and value-for-money principles.
• Assist in the sourcing, identification, and prequalification of competent suppliers, contractors, and service providers.
• Facilitate the collection of quotations, preparation of bid analyses, and coordination of supplier evaluation processes.
• Support negotiations with suppliers and vendors to secure cost-effective, high-quality, and timely delivery of goods and services.
• Prepare, process, and maintain procurement documentation, including: Purchase requisitions, Bidding documents, Local Purchase Orders (LPOs), Contracts, Procurement files
• Maintain and regularly update the database of prequalified suppliers and vendor records.
• Follow up with suppliers and service providers to ensure timely delivery in accordance with agreed contracts and purchase orders.
• Coordinate with the Finance Department to facilitate timely processing and settlement of suppliers’ invoices.
• Maintain accurate, organized, and up-to-date procurement records and filing systems in both electronic and hard copy formats.
• Update procurement tracking tools and support the preparation of periodic procurement reports, including monthly and quarterly reports.
• Support inventory management processes to ensure proper tracking and accountability of organizational assets and supplies.
• Ensure procurement records are complete, accurate, and readily accessible for audit and compliance reviews.
• Promote environmentally sustainable and climate-responsive procurement practices where applicable.
• Encourage inclusive and gender-responsive procurement practices, including engagement with women-led businesses and local suppliers where feasible.
• Liaise with internal departments and external stakeholders to ensure smooth and efficient procurement operations.
• Carry out any other duties and responsibilities as may be assigned by the line manager.

• Strong organizational and record management skills with attention to detail.
• Proficiency in Microsoft Office applications.
• Good analytical, negotiation, and problem-solving skills.
• Excellent oral and written communication skills in English and Kiswahili.
• Ability to work under pressure, manage multiple assignments, and meet deadlines with minimal supervision.
• High level of integrity, professionalism, and ethical conduct.
• Ability to collaborate effectively across multicultural teams and stakeholders located across multiple offices, organizations, and geographies.

• Diploma or Advanced Diploma in Procurement and Supply Chain Management, Procurement and Logistics Management, or any other related field from a recognized institution.
• At least 2 years of relevant working experience in procurement or supply chain management, preferably within donor-funded project organizations.
• Good knowledge of procurement procedures, vendor management, and contract administration.
• Familiarity with procurement legislation, donor compliance requirements, and best procurement practices.
• Commitment to AKF’s code of conduct and values.