Procurement Assistant at Innovations for Poverty Action (IPA)

Innovations for Poverty Action (IPA) is a non-profit organization dedicated to discovering and promoting effective solutions to global poverty problems. In close partnership with decision makers — the policymakers, practitioners, investors, and donors working with the poor around the world — IPA designs and evaluates potential solutions to poverty problems using randomized evaluations, the most rigorous evaluation method available. We also mobilize and support these decision makers to use these solutions to build better programs and policies at scale.

Eligibility: Position open to local Kenyan hires only

Reporting To: Procurement Coordinator

Start Date: 1st February 2022

Duration: 1 Year

About the Position:

The Procurement Assistant under the general supervision of the Procurement Coordinator and within the limits of Innovations for Poverty Action- Kenya policies and procedures, helps coordinate and facilitate Procurement Department activities, functions, and processes.

Below is a list of some general duties and responsibilities of the Procurement Assistant, to be carried out as needed according to the determination of the Procurement Coordinator.

Duties and Responsibilities

• Propose possible service/product vendors for categories not listed on the IPAK Prequalified Supplier List with the aim of sharing RFQ’s in line with the IPA Global


• Procurement Manual


• Monitor business trends and product availability to pay the best price for goods and services without sacrificing quality or delivery times


• Assist in the developing and implementing strategies for procuring, storing, and distributing goods or services and maintaining stock levels


• Nurture relationships with suppliers to negotiate the best prices for IPAK


• Carry out periodic market surveys to ensure services and goods procured for IPA are competitively priced.


• Produces tender documents (e.g. Invitations to Bids, Requests for Proposals and Requests for Quotation) based on the nature of requirements and cost of procurement involved.


• Review, Prepare and share approved Purchases Orders with suppliers


• Ensure the accurate and timely delivery of requisitioned goods


• Ensure all procurement related files are securely and accurately filled to facilitate ease of retrieval on demand.


• Provide support with internal procurement inquiries from projects


• Correspond with vendors regarding price, product availability, delivery terms & requisite documents required for payment process.


• Respond to inquiries regarding requisitions, purchase orders, contracts & pricing information


• Coordinate the issuance of IPAK assets / Inventories and document the same via the IPAK asset / inventory register.


• Update the asset register for any status changes for each inventory to include disposals, project transfers, loss or damage.


• Ensure all Assets/Inventories that meet set monetary value are placed under insurance with a credible service provider.


• Attend to any other duties as assigned by supervisor

Qualifications and Experience:

• Bachelor’s degree in procurement or supply chain management


• Knowledge of supply chain, procurement procedures and familiarity with disposition of donor funded programs.


• Working knowledge of the Public Procurement and Disposal Act and Federal Acquisition Regulations


• 3 years of Procurement experience, preferably in a similar organization


• Previous experience in providing remote support is highly desirable


• Flexible, motivated and ability to persistently drive issues to closure


• Ability to operate in a dynamic environment and communicate with various levels of staff


• Strong work ethic, team player and ability to maintain a high degree of integrity & professionalism in performing assigned responsibilities


• Excellent communication skills in both oral and written English


• Well organized and keen to detail


• Strong computer skills in MS Office suite, especially Word and Excel

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