Officer, Procurement At Helen Keller International

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**Organizational Title:**Officer, Procurement

Unit: Kenya Office

Location: Nairobi, Kenya

Reports to: Associate Manager, Operations

Grade: 5

Status: Full-Time

Established in 1915 with Helen Keller as a founding trustee, Helen Keller International works to save the sight and lives of the most vulnerable and disadvantaged. Headquartered in New York City, Helen Keller Intl currently offers programs in 21 countries in Africa and Asia, as well as in the United States. The organization combats the causes and consequences of blindness and malnutrition by establishing programs based on evidence and research. In Kenya, Helen Keller collaborates with the Ministry of Health in implementing health and nutrition projects that focus on strengthening the health system and provision of vitamin A and deworming treatment to children in various counties.

Scope of the Position

Helen Keller International is looking for an experienced Officer, Procurement who will own the full procurement lifecycle for the Kenya Country Office, working closely with program, finance, and technical teams, as well as regional and global procurement counterparts, to ensure competitive, compliant, and timely sourcing of goods and services.

Functional and Managerial Relationships

Reports to: Associate Manager, Operations

**Direct reports :**None

Key internal relationships: Program, finance, and technical teams; regional and global procurement counterparts; Officer, Operations (asset handover and receiving coordination)

Key external relationships; Suppliers and vendors; procurement committee members; donor compliance contacts as required

Key Responsibilities

Procurement

  • Manage the full procurement lifecycle, from procurement planning through sourcing, contract award, delivery, contract management, and closeout, ensuring efficiency, value for money, and compliance throughout the process.
  • Ensure full compliance with Helen Keller Intl procurement policies, donor regulations, applicable local laws, and organizational procedures while maintaining complete transparency and accountability.
  • Develop and implement procurement strategies that promote fair competition, cost-effectiveness, timely delivery, risk mitigation, and sustainable supplier engagement.
  • Lead competitive procurement processes, including Requests for Quotations (RFQs), Requests for Proposals (RFPs), Invitations to Tender (ITTs), supplier evaluations, negotiations, and contract awards in accordance with organizational and donor requirements.
  • Source, evaluate, prequalify, and maintain a diverse pool of qualified suppliers while building strategic supplier relationships and continuously monitoring market trends and pricing.
  • Coordinate procurement committees, bid evaluation panels, and tender processes by preparing comprehensive documentation and facilitating objective, transparent, and compliant evaluations.
  • Prepare, review, and administer purchase orders, framework agreements, contracts, amendments, and other procurement documentation to ensure accuracy and completeness.
  • Review procurement requests and supporting documentation to ensure technical specifications, budgets, approvals, and procurement methods comply with organizational requirements before initiating procurement actions.
  • Collaborate closely with program, finance, and technical teams during project planning, proposal development, budgeting, implementation, and close-out to ensure procurement activities support program objectives.
  • Monitor supplier performance against contractual obligations, proactively resolving issues related to quality, delivery, pricing, and service levels while maintaining positive supplier relationships.
  • Verify that goods and services are received in accordance with contractual requirements and reconcile invoices, purchase orders, goods received notes, and supporting documentation before payment processing.
  • Maintain complete, accurate, and audit-ready procurement records in both physical and electronic formats in accordance with organizational and donor record retention requirements.
  • Prepare procurement reports, procurement plans, spend analyses, supplier performance reports, and other management information to support strategic decision-making and donor reporting.
  • Coordinate the receipt, inspection, documentation, and handover of goods and organizational assets to end users, ensuring accurate inventory and asset records.
  • Provide logistical support to facilitate smooth day-to-day operations, including transport planning, vendor coordination, shipment tracking, and adherence to organizational logistics procedures.
  • Support office administration by ensuring Helen Keller’s security plans, visitor protocols, and operational procedures are regularly reviewed and updated.
  • Serve as the Kenya Country Office IT focal point by coordinating user support requests, liaising with the Regional Information Systems (IS) team, monitoring IT assets, and facilitating timely resolution of technology-related issues.
  • Continuously identify opportunities to improve procurement systems, internal controls, supplier performance, and operational efficiencies through process improvements and best practices.

General Responsibilities

  • Any other duties assigned by the management/line manager.

Required Qualifications & Competencies

Skills & Experience

  • Bachelor’s degree in Procurement and Supply Chain Management, Logistics, Business Administration, or a related field.
  • Professional certification and active membership with a recognized procurement body such as the Kenya Institute of Supplies Management (KISM), Chartered Institute of Procurement & Supply (CIPS), or an equivalent professional organization.
  • Minimum of four (4) years of progressive procurement and supply chain experience, preferably within an international NGO or donor-funded environment.
  • Demonstrated knowledge and application of donor procurement regulations and compliance requirements from institutional donors.
  • Strong understanding of procurement planning, contract management, strategic sourcing, supplier relationship management, and inventory or asset management.
  • Experience conducting competitive bidding processes, supplier evaluations, contract negotiations, and procurement risk management.
  • Experience using Enterprise Resource Planning (ERP) systems and procurement management systems to manage procurement transactions and reporting.
  • Advanced proficiency in Microsoft Office Suite, particularly Excel, Word, and PowerPoint, with experience using procurement tracking tools such as Smartsheet or similar platforms.
  • Strong analytical, organizational, and problem-solving skills with the ability to manage multiple priorities while maintaining attention to detail.
  • Excellent report writing, documentation, and record management skills with a strong focus on audit readiness and compliance.

Behavioural Competencies

Owning Work, High Level of Integrity & Building Trust: Demonstrates the highest standards of integrity, professionalism, accountability, and ethical conduct in every procurement activity. Produces accurate, complete, and audit-ready documentation, safeguards organizational resources, maintains confidentiality, manages conflicts of interest appropriately, and consistently complies with organizational policies and donor regulations. Builds trust by honouring commitments, taking ownership of outcomes, and addressing issues proactively and transparently.

Effective Communication & Stakeholder Engagement: Communicates clearly, professionally, and respectfully with internal and external stakeholders at all levels. Presents procurement requirements and decisions in a clear and timely manner, actively listens to stakeholder needs, provides constructive guidance, facilitates productive discussions, and builds collaborative relationships that support organizational objectives and informed decision-making.

Agility, Adapting & Navigating Change: Responds effectively and faster to changing priorities, emerging risks, evolving donor requirements, and shifting market conditions. Demonstrates flexibility, resilience, and innovation by adapting procurement strategies, embracing continuous improvement, and maintaining high-quality service delivery in dynamic environments.

Getting Work Done & Delivering Results: Plans, prioritizes, and executes procurement activities efficiently to achieve quality results within agreed timelines. Effectively manages competing priorities, monitors progress, resolves challenges proactively, ensures supplier accountability, and consistently delivers procurement outcomes that support program implementation and organizational objectives.

Working Together & Growing Others: Fosters a culture of collaboration, respect, inclusion, and continuous learning. Works effectively across program, finance, technical, and regional teams, willingly shares knowledge and best practices, provides constructive feedback, supports colleagues, and contributes to strengthening organizational procurement capacity.

Working Conditions

Travel

This position requires travel up to 20% of the time to program sites, vendor offices, regulatory bodies, and events, and any other place while on duty.

Fairness, Belonging and Zero Tolerance to Abuse

As a member of the Helen Keller Family, each employee is expected to:

  • Help to develop and maintain an environment that welcomes and develops a multi-cultural workforce with varied lived experiences and identities.
  • Foster a work environment where everyone feels valued and included.
  • Support employees’ evaluation and promotion processes based on skills and performance.
  • Promote a safe, secure, and respectful environment for all members of the Helen Keller Family, stakeholders in general, and particularly for the communities we serve.
  • Follow Helen Keller Code of Conduct helping to prevent any type of abuse including workplace harassment, sexual abuse and exploitation, and trafficking in persons.

How to apply

Interested candidates to send their cover letter and a curriculum vitae as a single document to kenya.recruitment@hki.org Please indicate the position on the subject line of the email. Applications will be reviewed on a rolling basis; early submissions are encouraged. The deadline for application is 8th August 2026.

NB: HELEN KELLER INTERNATIONAL

• DOES NOT RECRUIT THROUGH A RECRUITMENT AGENCY.

• DOES NOT CHARGE ANY FEES OF ANY KIND TO THE CANDIDATE.

• DOES NOT REQUEST INFORMATION ABOUT CANDIDATES’ BANK ACCOUNTS.

ALL RECRUITMENTS ARE FREE OF CHARGE

In the spirit of our namesake, Helen Keller is dedicated to building an inclusive workforce where diversity in all its forms is fully valued.