Job Openings at Church World Service

Responsibilities

Store and Supplies Management (60%)

• Receives equipment and supplies destined for the store and cross checks purchase orders and delivery notes to ensure that the correct items, quantities and quality have been supplied to RSC Africa.
• Maintains accurate records of the movement of office supplies and equipment to and from the stores.
• Receives requisitions from staff for stationery among other supplies and ensures timely distribution every Wednesday or as required
• Issues supplies for each new employee and recovers the supplies when staff members leave RSC Africa.
• Maintains ample stock levels in the stores by presenting timely purchase requests for supplies that are at re-order levels through liaising with the Property Supervisor or the Procurement Officer.
• Ensures that stocktaking is carried out on quarterly basis with the Senior Accountant.
• Ensures that the supplies in the store are arranged and labeled properly to ensure easy retrieval of items and to facilitate stocktaking.
• Ensures that a weekly stock report is run, updated and shared with the Property supervisor every Wednesday for stock level tracking purposes.
• Ensures that the store is clean, properly arranged and stock in the store is properly secured.

Compliance (20%)

• Monitoring the usable life span of expiring stock and inform the property supervisor of the condition of these stock items.
• Determining the appropriate and efficient methods of storing various supplies in the store.
• Maintains and monitors stock levels in the Sylogist Accounting System.
• Ensures that all store policies, procedures, and controls are followed.

Collaboration/Engagement (15%)

• Packs supplies and equipment for Field Trips and receives the equipment on return of the Field Trip and ensures all equipment are returned in good working condition.
• Assists in carrying out general clerical duties such as photocopying.
• Assists in banking of checks and cash and acts as a back-up to the drivers.

Additional Responsibilities (5%)

• Performs any other duties assigned in order to improve the operations of the RSC Africa office.

 Qualifications

Experience:

• A minimum of Four (4) years work experience required.
• A minimum of One experience in stores management and stock recording.
• Experience in the Non-Governmental sector preferred.

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Responsibilities

Procurement Administration (65%) 

• Support strategic planning discussions and contribute to departmental projections for annual budgeting. 
• Participate in budget preparation by providing researched cost estimates of proposed items. 
• Procure goods and services in a cost-effective, timely, and transparent manner in line with CWS policies, Cooperative Agreement requirements, and 2CFR200. 
• Coordinate and facilitate the vendor pre-qualification process. 
• Support vendors in completing vendor registration forms in COUPA. 
• Ensure approved quotations are accurately recorded in COUPA and that approved LPOs are issued to vendors. 
• Liaise with suppliers to establish realistic delivery schedules and assess vendor performance against agreed timelines. 
• Review invoices and ensure complete documentation (GRN, Invoice, Delivery Note, LPO) prior to submitting it to Finance. 
• Manage the flow of procurement documents between departments to ensure accountability and proper filing. 
• Prepare VAT and Duty Exemption requests to the Ministry of Foreign Affairs and Kenya Revenue Authority using the IPMIS system. 
• Conduct bid analysis and prepare comprehensive evaluation summaries for committee review. 
• Prepare Request for Proposal (RFP) reports for tender committee sessions. 
• Reconcile vendor accounts by comparing invoices with payments. 
• Participate in developing, implementing, monitoring, and reviewing procurement plans. 
• Work with departments to identify and document procurement needs for supplies, equipment, and services. 
• Track all orders to ensure timely delivery and follow up on any delays. Under the guidance of the Procurement Manager, we contribute to strategic planning conversations to set and achieve CWS Africa Program goals.  

Compliance (15%) 

• Ensure all procurement activities comply with CWS Africa policies, donor regulations, and applicable laws. 
• Maintain accurate, up-to-date procurement records in compliance with documentation and audit requirements. 
• Support internal and external audits by providing complete and well-organized procurement files. 

Data management (10%) 

• Maintain accurate procurement records, price lists, supplier information, and documentation. 
• Conduct market research to capture current pricing, evaluate vendor offers, and support negotiation strategies. 
• Provide reports and procurement data to management as required. 

Representation (5%) 

• Build and maintain positive relationships with staff, suppliers, contractors, and other stakeholders. 
• Represent the Procurement Unit professionally in meetings and vendor interactions.

Additional Roles and Responsibilities (5%) 

• Perform other duties assigned to enhance the efficiency and effectiveness of procurement operations. 

Qualifications

Experience: 

• Minimum 4 years of experience in procurement, sourcing, tendering, contract negotiation, and vendor management. 
• Experience using ERP systems (e.g., SAP, Oracle, Microsoft Dynamics). 
• Experience working with NGOs or donor-funded projects (USAID, UN, EU) is an added advantage