About this role
Key Responsibilities and Duties Procurement Management Lead the preparation, consolidation, and execution of the annual procurement plan, ensuring alignment with program priorities, budgets, and timelines. Execute end-to-end procurement processes for goods and services in full compliance with CHAK, the donor, and applicable donor regulations. Review and validate requisitions, technical specifications, and cost estimates to ensure completeness, accuracy, and value for money. Manage the solicitation process, including preparation and issuance of RFQs/RFPs/ITBs, ensuring transparency, fairness, and competitiveness. Conduct robust price, cost, and reasonableness analyses to support sound procurement decisions and optimal resource utilization. Establish and maintain complete, accurate, and audit-ready procurement records and documentation in line with donor and organizational requirements. Serve as the non-voting secretary to procurement evaluation committees, ensuring integrity of the process and proper documentation of proceedings. Support the drafting, review, negotiation, and administration of contracts and purchase orders to safeguard organizational interests. Review and verify supplier invoices against contractual terms and deliverables prior to submission for payment processing. Develop, maintain, and continuously update a vetted supplier database, supporting supplier prequalification, performance monitoring, and strategic sourcing. VAT and DA-1 Administration Coordinate end-to-end VAT exemption processing in compliance with the donor and KRA requirements. Prepare, review, and submit invoices for Tax exemption processing ensuring completeness and accuracy of supporting documentation. Maintain a detailed VAT tracking matrix capturing submission status, approvals, reimbursements, and outstanding claims. Conduct regular follow-ups with suppliers to ensure timely submission of required documents and processing of VAT refunds. Liaise with KRA and relevant authorities where necessary to resolve VAT-related issues. Reconcile VAT reimbursement records with finance records to ensure proper posting to the general ledger. Generate periodic VAT status and reconciliation reports for management review. Ensure proper filing and audit readiness of all VAT documentation. Logistics and Fleet Management Plan, coordinate, and oversee end-to-end logistics for project activities, ensuring timely and efficient delivery of goods, services, and field operations support. Manage vehicle scheduling, allocation, and utilization to optimize fleet efficiency and support program implementation across all locations. Ensure all project vehicles are properly maintained, serviced, insured, and compliant with CHAK policies. Monitor and control fleet usage, including fuel consumption, movement tracking, and driver accountability, to promote efficiency, safety, and cost control. Enforce adherence to CHAK transport and fleet management policies, ensuring proper authorization and documentation. Coordinate travel logistics for staff, including transport and accommodation arrangements, ensuring cost-effectiveness and compliance with organizational policies. Qualifications and Competencies Bachelor’s degree in Procurement, Supply Chain Management, Business Administration, or related field. Professional qualification (CIPS/KISM). Active membership of KISM, with a valid Supplies Management Practitioner’s License. 3–5 years’ experience in procurement and logistics operations. Experience with USG donor-funded programs. Experience with ERP or procurement systems. Integrity Teamwork and Cooperation Self-driven, innovative, a team player with strong interpersonal skills Ethical, trustworthy, and committed to high standards of professionalism.