Job Description
The Kenya School of Government is inviting applications from suitably qualified, experienced, and performance-driven professionals for the position of Supply Chain Management Assistant I. This opportunity is ideal for individuals who are passionate about strengthening procurement systems, promoting accountability in public resource utilization, and supporting efficient institutional operations through effective supply chain management practices. The successful candidates will become part of a dynamic professional team responsible for ensuring that procurement and logistics activities are executed in compliance with applicable legislation, government regulations, and internal organizational procedures.
The position plays a significant role in supporting procurement planning, contract administration, inventory coordination, supplier engagement, asset accountability, records management, and logistics support across the institution. The successful officers will contribute to the delivery of high-quality procurement services that enable various departments to achieve their operational objectives efficiently while maintaining transparency, integrity, and value for money.
Working closely with procurement professionals, finance personnel, user departments, suppliers, and other stakeholders, the successful candidates will participate in procurement planning processes, monitor supplier performance, maintain procurement documentation, coordinate purchase requisitions, facilitate quotation evaluations, assist in tender administration, monitor contract implementation, and ensure timely availability of goods and services required by the institution.
The role also requires maintaining accurate procurement databases, preparing periodic procurement reports, supporting inventory verification exercises, conducting market research, updating supplier records, monitoring stock movement, coordinating delivery schedules, and ensuring procurement transactions comply with the Public Procurement and Asset Disposal Act and other applicable government regulations. Officers will be expected to uphold the highest standards of professionalism, confidentiality, accountability, ethical conduct, and fairness in all procurement activities.
The Kenya School of Government values innovation, teamwork, continuous improvement, and customer-focused service delivery. Therefore, successful candidates should demonstrate strong analytical thinking, excellent organizational abilities, sound communication skills, attention to detail, and the ability to work under minimal supervision while managing multiple assignments within established timelines.
This position offers an excellent opportunity to contribute to the effectiveness of a leading government institution committed to developing public service capacity through quality education, research, consultancy, and advisory services. Individuals appointed to this role will support institutional excellence by ensuring procurement processes are transparent, cost-effective, compliant, and responsive to organizational needs.
Applicants who possess relevant qualifications, proven procurement experience, strong ethical values, and a commitment to public service excellence are encouraged to apply. The Kenya School of Government is committed to providing an inclusive work environment where professionalism, integrity, innovation, and continuous learning are encouraged while offering employees opportunities to develop their careers and contribute meaningfully to national development.
Key Responsibilities
- Coordinate procurement activities in accordance with approved procurement plans and institutional policies.
- Receive, review, and process purchase requisitions from user departments.
- Verify procurement documentation before initiating procurement procedures.
- Assist in preparing requests for quotations, tenders, and procurement schedules.
- Support supplier sourcing while ensuring competitive and transparent procurement practices.
- Maintain accurate procurement records and filing systems for audit readiness.
- Monitor contract implementation to ensure suppliers meet agreed obligations.
- Follow up on deliveries to ensure timely receipt of goods and services.
- Confirm that supplied goods meet required quality standards and specifications.
- Coordinate inspection and acceptance of delivered items with user departments.
- Update procurement databases and supplier information regularly.
- Prepare procurement status reports for management review.
- Assist in evaluating supplier performance using established performance indicators.
- Participate in inventory verification and periodic stock-taking exercises.
- Monitor inventory movement to minimize shortages and overstocking.
- Support warehouse operations through proper documentation and inventory control.
- Maintain accurate asset and inventory records.
- Ensure procurement transactions comply with applicable procurement legislation.
- Participate in market surveys to identify competitive suppliers and pricing trends.
- Assist in preparing procurement committee documentation.
- Maintain confidentiality of procurement information and tender documents.
- Liaise with internal departments to understand procurement requirements.
- Support implementation of sustainable procurement practices where appropriate.
- Monitor procurement timelines to enhance operational efficiency.
- Resolve procurement-related issues through timely communication with stakeholders.
- Assist in preparing local purchase orders and related procurement documents.
- Verify supplier invoices against purchase orders and delivery notes.
- Ensure procurement records are complete and properly archived.
- Support risk management initiatives within procurement operations.
- Participate in continuous improvement initiatives for procurement processes.
- Promote ethical procurement standards and conflict-of-interest compliance.
- Assist during procurement audits by providing required documentation.
- Coordinate supplier correspondence and respond to procurement inquiries professionally.
- Monitor contract expiry dates and procurement renewal schedules.
- Ensure procurement activities support value-for-money objectives.
- Participate in departmental planning meetings and operational reviews.
- Maintain accurate expenditure tracking records where required.
- Support implementation of digital procurement systems.
- Build productive working relationships with suppliers and internal stakeholders.
- Ensure compliance with occupational safety requirements during logistics activities.
- Perform additional procurement and supply chain duties assigned by supervisors within the scope of the position.
Qualifications & Requirements
- Diploma in Procurement, Procurement and Logistics, Procurement and Supply Chain Management, Purchasing and Supply Chain Management, or another closely related discipline from a recognized institution.
- Minimum cumulative relevant work experience of six (6) years.
- At least three (3) years served at the grade of Supply Chain Management Assistant II or in a comparable position.
- Demonstrated proficiency in computer applications.
- Proven record of merit, integrity, and strong work performance.
- Professional Skills
- Sound knowledge of procurement legislation and public sector procurement procedures.
- Excellent procurement planning and contract administration skills.
- Strong analytical and problem
- solving abilities.
- Excellent organizational and documentation skills.
- Effective communication and interpersonal abilities.
- High level of integrity, professionalism, and accountability.
- Strong negotiation and supplier relationship management skills.
- Good report writing and presentation skills.
- Ability to prioritize multiple assignments effectively.
- Strong attention to detail and accuracy.
- Inventory and warehouse management knowledge.
- Ability to work independently and collaboratively.
- Time management and deadline management skills.
- Customer service orientation.
- Competence in Microsoft Office applications and procurement information systems.
How to Apply
Interested and qualified candidates should submit their applications before 04 August 2026 through the official recruitment procedure prescribed by the Kenya School of Government. Applicants should attach an updated curriculum vitae, copies of academic and professional certificates, national identification document, relevant testimonials, and any other supporting documents required in the vacancy announcement. Only applications submitted before the stated deadline and meeting all mandatory requirements will be considered. Candidates are encouraged to ensure that all information provided is complete, accurate, and verifiable. Only shortlisted applicants will be contacted for the subsequent stages of the recruitment process. The Kenya School of Government is an equal opportunity employer and welcomes applications from all qualified candidates.