Procurement Assistant NGO Job PWJ

NGO Jobs. Peace Winds Japan Jobs

Job Overview

• The Procurement Assistant will support procurement and supply chain operations for Peace Winds Japan (PWJ) from the Nairobi office, ensuring compliance with PWJ procurement and finance policies.
• The position will report to the Senior Procurement Officer and will assist in reviewing purchase requests, coordinating with suppliers, maintaining procurement records, and tracking procurement activities. The role will also support the timely procurement and delivery of goods and services to field sites in Dadaab and Kakuma while ensuring proper documentation and efficient procurement processes to support program implementation.

Key Roles and Responsibilities

Administrative Responsibilities:

• Support procurement activities within the Nairobi office and assist field teams in Kakuma
  and Dadaab with administrative tasks.
• Maintain a comprehensive and organized filing system for all supply chain department
  documents.
• Deputize the Senior Procurement Officer in their absence to ensure continuity of supply
  chain and program record management.

Supply Chain Activities:

• Ensure all supply chain activities comply with PWJ procurement and finance policies.
• Support procurement functions for all projects under the guidance of the Senior Procurement
  Officer.
• Familiarize yourself with and adhere to the PWJ Procurement Manual.
• Prepare and submit bi-weekly procurement reports to the Senior Procurement Officer, ensuring
  accuracy and completeness.

Procurement Responsibilities:

• Receive and review purchase requests from program staff and field operations for correctness.
• Ensure all procurements comply with PWJ policies and procedures, meet quality standards, are
  fairly priced, and are delivered on time.
• Follow up with suppliers on approved purchase orders to meet lead times.
• Monitor and update the purchase request tracker regularly.
• Ensure all purchases are properly authorized in line with PWJ finance and supply chain
  procedures.
• Maintain up-to-date files for price guides, catalogs, and technical product information for
  budgeting and ordering purposes.
• Assist the Senior Procurement Officer in reviewing procurement documents before approval,
  keeping proper records, and maintaining inventory of used purchase orders.
• Coordinate closely with the procurement and supply chain teams in Dadaab and Kakuma to
  ensure timely delivery of program supplies from Nairobi.

Qualifications and Experience

• Degree in Procurement and Supply Chain management with a minimum of 3 years’ hands on practical experience in Procurement.
• Member of either CIPS (Chartered institute of Procurement and Supplies or KISM Kenya Institute of management.
• Proven practical experience with INGO/NGO in Kenya
• Familiarity with ERP systems
• Excellent oral and written communication skills.
• Computer literate (word processors, spreadsheet, database, etc.)
• Thorough method of working with ability to work under pressure to pursue multiple tasks simultaneously to successful conclusions;
• Committed team player;
• Fluency in English and Kiswahili.

Read>>>The 5-Minute Interview Formula That Gets Job Offers

How to Apply

Qualified & Interested candidates should submit their resume (2 pages) and a cover letter (1 page) detailing their relevant experience to recruit@peace-winds.or.ke. Please include “Application for Procurement Assistant – Nairobi” in the subject line. The deadline for applications is 25th March
2026. You are also required to indicate your expected salary in your application letter. Shortlisting will be done on a rolling basis. Hard copy applications will not be accepted.