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Procurement Specialist

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Published on 18.03.2020


Agriculture, fishing, aquaculture
Services other
Social, public and human services
Government services
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Job Ad & Profile Description

Position : Procurement Specialist

The Procurement Specialist provides support in management of the procurement function through acquisition of goods and services at quality standards, at lowest possible cost and while adhering to MSH and Donor Procurement Policies and Procedures.


  • Support review of availability of required items with vendors, consolidate price information and submit to supervisor for budgeting and planning purposes.
  • Support consolidation of requirements from users in field and central offices and prepare monthly action plans.
  • Purchasing of office supplies and services including sourcing quotations using Request for Quotation form, preparing vendor canvass or selection sheets, local purchase orders and verifying deliveries, quality of goods and invoices.
  • Verifying Purchase Request forms by requestors to ensure that requirements and specifications of goods/services are indicated and authorized signatory for approval is obtained.
  • Verify if Purchase Request contains a restricted or ineligible good/service by checking the USAID Restricted and Ineligible Goods.
  • Conduct Preventing Terrorist Funding for vendors using Excluded Parties List Violation (EPLS) for vendor selected to supply goods/services.
  • Liaise with Internal Procurement Committee on all purchases from MK equivalent of $3,000 and above.
  • Support management of stores for office supplies including monitoring stock levels and ascertaining re-order levels for the central and district offices.
  • Checking stock record cards to ensure that project staff sign for each item collected from the stores.
  • Verify Withholding tax certificates from vendors before payment is made.
  • Maintain and update Purchase Order log.
  • Filing all purchase documents for easy reference including copies of purchase request, quotations, purchase orders, delivery notes and invoices in the Procurement file.
  • Receive invoices from suppliers and attach Goods Received Note for payment processing.
  • Identify vendors for goods and services for MSH use.
  • Obtain past performance references for vendors.
  • Maintain and update vendor list for purchase of supplies and services.
  • Arrange vehicle hires, office vehicle repairs and maintenance services including maintaining electronic and hard copies of vehicle service records.
  • Process customs clearance for external purchases.
  • Ensure that actions are governed by the highest standards of personal and business conduct as stipulated in the Procurement Policy Guidelines.
  • Contribute to maintaining teamwork, discipline sound work relationships and productivity.
  • Perform other duties as may be assigned from time-to-time.
Required profile for job ad : Procurement Specialist
  • Bachelor’s degree in a relevant field required or equivalent experience.
  • 2-3 years’ procurement experience for USAID-funded organisations.
  • Experience with general aspects of US Government federal regulations, specifically USAID regulations, required.
  • Strong software skills including extensive experience with Excel and Word required.
  • Ability to prioritize tasks.
  • Strong organizational skills.
  • Ability to work collaboratively with program, finance and operations staff toward the achievement of project and organization objectives helpful.
  • Good interpersonal and communication skills, both written and verbal required. Business knowledge of English required, fluent English highly desirable.
Job criteria for job ad : Procurement Specialist
Job category:
Production, maintenance, quality
Secretarial work, assistantship
Health, pharmacy, hospitals, medical equipment
Services other
Social, public and human services
Employment type:
Permanent contract
Region :
Experience level:
2 to 5 years
Educational level :
Number of Position(s):10

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