Procurement and Administration Assistant at InSupply Health

Description:

inSupply Health is an East African health advisory firm that designs people-centered, scalable, sustainable supply chain solutions. We focus on optimizing data visibility and use, workforce development, and continuous performance improvement. inSupply operates as a social enterprise, aiming for business sustainability while achieving our social mission. We aim to transition short-term supply chain fixes into sustainable solutions that transcend specific projects or funding streams. Our work focuses on democratizing access to quality, affordable, contextualized supply chain learning and innovations so local and regional supply chain actors can improve the performance and efficiency of their supply chains and health systems towards better health outcomes.

inSupply Health is headquartered in Nairobi, with an office in Dar es Salaam, and is affiliated with JSI Research & Training Institute, Inc. (JSI). Our team of dynamic local consultants works closely with public and private sector clients to design optimized, responsive, and resilient supply chain systems that deliver essential health products such as antimalarial and HIV medications, vaccines, and contraceptives in complex settings. We pioneer innovative approaches by taking proven methodologies from the commercial sector to adapt them to the context, but we also co-create solutions with our clients so they can own, implement, and continuously improve their systems independently in the long term.

Who we are looking for:

We are seeking a Procurement and Administration Assistant to join our dynamic team based in Nairobi, Kenya. Reporting to the Senior Officer, Administration, Logistics & Procurement, the successful candidate will support the implementation of procurement and administrative activities to ensure efficient acquisition of goods and services, effective vendor management, compliance with organizational policies, and smooth coordination of logistics and operational support functions.

This role is ideal for a detail-oriented and proactive professional who thrives in a fast-paced environment and is committed to delivering high-quality procurement and administrative support.

The Ideal Candidate:

The ideal candidate should be a detail-oriented, self-driven, highly motivated professional with a passion for efficiency, cost-effectiveness, and ethical sourcing. They will have a solid background in procurement, with experience in developing tools and processes to optimize performance, manage vendor relationships, and ensure compliance. They will be at the heart of our operations, helping to source goods and services, maintain vendor relationships, and ensure compliance with company policies and regulations.

Responsibilities:

• Support the implementation of procurement processes and activities to meet organizational needs.
• Assist in sourcing goods and services by obtaining quotations, preparing comparison analyses, and coordinating vendor communications.
• Maintain positive working relationships with suppliers and service providers to support timely delivery of goods and services.
• Assist in the preparation, processing, and tracking of purchase requisitions, purchase orders, and other procurement documents.
• Ensure procurement documentation is complete, accurate, and properly filed in both physical and electronic formats.
• Support compliance with organizational procurement policies, donor requirements, and applicable laws and regulations.
• Assist in monitoring procurement timelines and follow up with vendors to ensure timely delivery of goods and services.
• Coordinate travel and logistics arrangements, including flight bookings, accommodation, transportation, and staff movement planning.
• Conduct basic market research and collect pricing information to support procurement decisions.
• Assist in identifying procurement-related risks and escalating issues to the Procurement Officer or Senior Officer as appropriate.
• Collaborate with internal departments to understand procurement requirements and provide timely support.
• Support the implementation of sustainable and ethical procurement practices in line with organizational standards.
• Prepare procurement reports, trackers, and other records as required.
• Provide general administrative support to the procurement and operations function.
• Perform any other duties as assigned by the supervisor.

Qualifications:

The ideal candidate should possess:

• Education: Bachelor’s degree in Supply Chain Management, Business Administration, Finance, or a related field.
• Certification: Professional certification in procurement (e.g., CIPS, registered under PSPTB) or certification in progress
• Experience: At least 2 years of experience in a procurement role, preferably in NGOs or consulting firm.
• Experience with MS Dynamics or any ERP powered by MS Dynamics is a plus

Desired Competencies:

• Strong negotiation and contract management skills.
• Proficiency in procurement software and systems.
• Excellent analytical and problem-solving abilities.
• Proactive, self-motivated, and able to work independently.
• Ethical, transparent, and committed to continuous learning.
• Adaptable to changing business needs and procurement challenges.