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Essential Job Details
- Hiring Organization: International Centre for Reproductive Health (ICRH Kenya)
- Job Title: Procurement Officer
- Location: Mombasa, Kenya
- Position Type: Full-Time, 1 Vacancy
- Application Deadline: Friday, 30th May 2025, 5:00 PM EAT
Introduction
The International Centre for Reproductive Health Kenya (ICRH Kenya) is a non-governmental, non-profit research and implementation institution headquartered in Mombasa, Kenya. ICRH Kenya is part of a global network of organizations under the ICRH umbrella, working to improve sexual and reproductive health and rights through research, training, and service delivery.
With a deep commitment to evidence-based interventions, policy influence, and targeted public health programs, ICRH Kenya continues to expand its operations across coastal, western, and urban regions of Kenya. As the organization scales its activities and enters new strategic partnerships, the procurement function becomes increasingly vital.
To support this critical mandate, ICRH Kenya is recruiting a Procurement Officer to join its Mombasa office. The ideal candidate will have demonstrable experience in donor-compliant procurement processes, strategic sourcing, contract management, and vendor engagement.
This is a full-time opportunity for an experienced procurement professional seeking to apply their skills in a mission-driven organization impacting public health outcomes across Kenya.
Position Overview
The Procurement Officer will play a pivotal role in ensuring efficient, transparent, and value-driven procurement processes. Reporting to the Operations Manager, the officer will be responsible for overseeing the end-to-end procurement process including requisition, tendering, evaluation, contracting, and delivery.
In addition to compliance with organizational policies, the Procurement Officer must demonstrate deep familiarity with donor procurement frameworks—especially those of USAID, EU, UN agencies, and global foundations. The role involves working closely with cross-functional teams including programs, logistics, finance, and administration.
Duties and Responsibilities
Procurement Planning and Execution
- Develop annual and quarterly procurement plans based on departmental work plans and budgets
- Monitor adherence to procurement schedules, flagging delays and bottlenecks proactively
- Liaise with program staff to develop procurement requisitions and specifications that meet program needs
- Initiate tender processes including Request for Quotations (RFQs), Invitations to Bid (ITBs), and Requests for Proposals (RFPs)
Vendor Sourcing and Management
- Maintain a robust vendor database with regular updates and vetting processes
- Evaluate supplier bids based on price, delivery time, quality, and compliance
- Negotiate terms and conditions with vendors to achieve best value for money
- Conduct supplier performance reviews and resolve disputes as they arise
Contract Management and Compliance
- Draft and review contracts for goods and services in collaboration with the legal and operations teams
- Ensure procurement transactions comply with organizational policies, Kenyan laws, and donor regulations
- Monitor contract performance and enforce timelines, deliverables, and penalties
Documentation and Record Keeping
- Maintain comprehensive procurement files including quotes, evaluation sheets, contract documents, and delivery notes
- Support audits and compliance reviews by ensuring traceable and auditable documentation
- Generate periodic procurement reports for management, donors, and regulatory bodies
Inventory and Logistics Coordination
- Coordinate with logistics staff for receipt, inspection, and storage of procured items
- Track deliveries against procurement timelines to prevent disruption of project activities
- Liaise with warehouse staff to ensure inventory records match procurement records
Capacity Building and Risk Mitigation
- Train staff on procurement policies, documentation standards, and donor expectations
- Identify procurement risks and develop mitigation strategies
- Participate in policy formulation and periodic reviews of procurement manuals
Minimum Qualifications
- A Bachelor’s Degree in Procurement and Supplies Chain Management, Business Administration, Logistics, or a closely related field
- Master’s Degree in Procurement, Logistics, or Business Administration is an added advantage
- At least five (5) years of progressive experience in procurement, preferably within an international NGO or donor-funded project
- Professional certification and membership in a recognized body (KISM, CIPS) in good standing
- Familiarity with Kenya’s Public Procurement and Asset Disposal Act and other regulatory frameworks
Key Competencies
- In-depth understanding of donor procurement regulations, particularly USAID, EU, and UN agency standards
- Proficiency in Microsoft Office Suite with special emphasis on Excel and Outlook
- Strong negotiation, contract drafting, and vendor management skills
- Demonstrated capacity to handle high-pressure, deadline-driven environments with composure and integrity
- Proven interpersonal and communication skills across multidisciplinary teams
- Analytical thinking and strategic problem-solving capabilities
- Strong ethical values, professionalism, and high integrity in handling sensitive transactions
- Keen attention to detail and accuracy in documentation and reporting
Organizational Fit
This role requires an individual who:
- Is passionate about public health and development programming
- Understands the importance of cost-effective, timely procurement in achieving health outcomes
- Has a proactive mindset—anticipating project needs, spotting procurement delays, and resolving bottlenecks quickly
- Is comfortable working in both structured and agile environments
- Respects deadlines, policies, and compliance protocols without sacrificing innovation
- Values collaboration and team contribution as a driver of success
Performance Indicators
Success in this role will be evaluated based on the following:
- Procurement timelines met without delays in project implementation
- Quality and cost efficiency in vendor engagement
- 100% compliance with USAID and donor procurement regulations
- Up-to-date and audit-ready documentation across all procurement activities
- Internal staff capacity built on procurement processes
- Procurement risks identified and mitigated proactively
- Clear procurement tracking and reporting across departments
Work Environment & Reporting
The Procurement Officer will be based at the ICRH Kenya head office in Mombasa, with occasional travel to program sites for vendor assessment or logistical follow-ups.
The role reports to the Operations Manager and collaborates closely with:
- Finance & Administration team
- Program Managers and Coordinators
- Procurement Assistants (where applicable)
- External vendors, service providers, and auditors
Remuneration and Benefits
ICRH Kenya offers a competitive salary package commensurate with qualifications and experience. The compensation package includes:
- Basic monthly salary and annual increment structure
- Medical insurance (in-patient and outpatient) and accident cover
- Retirement contribution benefits (NSSF, optional pension)
- Paid leave including annual, sick, and compassionate leave
- Opportunities for professional development, certifications, and workshops
- Support for CIPS/KISM renewals and continuous learning
Application Instructions
To Apply, Please Submit the Following Documents in One Email:
- A detailed cover letter highlighting your motivation, experience, and fit for the role
- An updated CV with clear contact details, previous employers, and professional achievements
- Salary expectations (gross monthly)
- Names and contact information for three referees familiar with your procurement work
📧 Email Address: hr@icrhk.org
🕔 Application Deadline: Friday, 30th May 2025, 5:00 PM EAT
📝 Subject Line: “Procurement Officer Application – Mombasa”
Note: Applications that do not include all required documents will not be considered. Only shortlisted candidates will be contacted for interviews.
Equal Opportunity Statement: ICRH Kenya is an equal opportunity employer committed to diversity, equity, and inclusion. We encourage applications from women, youth, and candidates from marginalized communities.
About ICRH Kenya
The International Centre for Reproductive Health Kenya (ICRH-K) is a non-profit, evidence-based organization implementing impactful health projects in Kenya for over 20 years. As part of the ICRH Global Network (with affiliations in Belgium and Mozambique), the organization is uniquely positioned to lead sexual and reproductive health innovation and research.
Key thematic areas include:
- Maternal, Newborn, and Child Health (MNCH)
- Adolescent Sexual and Reproductive Health (ASRH)
- Gender-Based Violence (GBV) prevention and response
- HIV/AIDS programming and prevention
- Sexual and Reproductive Health and Rights (SRHR)
- Health Systems Strengthening
ICRH Kenya works in partnership with government, development partners, universities, and local communities. The organization maintains offices in Mombasa and satellite sites across several counties in Kenya.
Joining the ICRH Kenya team means working in an environment where research drives programming, evidence informs advocacy, and every role contributes to improved health outcomes.
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