Essential Job Details

• Position Title: Procurement Officer – Travel, National
• Location: Nairobi, Kenya
• Employment Type: Full-Time
• Number of Vacancies: 1
• Salary: Competitive, Grade 5, Officer, National
• Category/Department: Procurement, Administration
• Reporting To: Senior Procurement Officer/Procurement Manager
• Application Deadline: August 7, 2025
• Requisition ID: 2025-3955

Introduction

The procurement officer role in Nairobi, Kenya, presents an exciting career opportunity for a dedicated professional to make a meaningful impact in a dynamic, mission-driven environment. This position focuses on managing travel-related procurement, ensuring seamless logistics, and supporting cost-effective operations that align with organizational goals. Ideal for candidates passionate about procurement, travel coordination, and operational excellence, this role offers a chance to contribute to transformative programs while advancing your career in a vibrant, multi-cultural setting. With a focus on transparency and compliance, this position is perfect for those eager to excel in a high-impact role within Kenya’s non-profit sector.

About Church World Service

Church World Service (CWS) is a globally recognized, faith-based non-profit organization dedicated to transforming communities through sustainable solutions to hunger, poverty, displacement, and disaster. Operating in over 30 countries, including Kenya, CWS collaborates with local and international partners to promote peace, justice, and self-reliance. Headquartered in Nairobi with a sub-office in Pretoria, South Africa, CWS manages critical programs such as the Resettlement Support Center (RSC) Africa, which supports U.S.-bound refugees through case processing and cultural orientation. With over 75 years of experience, CWS is committed to empowering communities and fostering resilience through innovative, community-led initiatives. The organization’s work in Kenya spans emergency food distribution, livelihood enhancement, and refugee resettlement, making it a leader in humanitarian impact across Sub-Saharan Africa.

Key Responsibilities

The Procurement Officer – Travel, National will undertake a range of responsibilities to ensure efficient, compliant, and cost-effective procurement and travel coordination. Below are the core duties:

Procurement Administration (65%)

• Contribute to strategic planning to achieve organizational procurement goals under the guidance of the Procurement Manager.
• Provide input for quarterly and annual departmental work projections to inform procurement budgets.
• Participate in budget preparation by researching cost estimates for proposed items.
• Procure goods and services in a cost-effective, timely, and transparent manner, adhering to CWS policies, Cooperative Agreements, and 2 CFR 200 regulations.
• Coordinate with staff and programs to address travel requests, liaising with travel service providers and airlines.
• Facilitate the vendor pre-qualification process to ensure high-quality supplier partnerships.
• Support vendors in completing forms in the COUPA procurement system.
• Ensure all approved quotations are captured in COUPA and approved Local Purchase Orders (LPOs) are sent to vendors.
• Liaise with vendors to establish realistic delivery schedules and evaluate performance based on actual deliveries.
• Review invoices to ensure complete documentation (Goods Received Note, Invoice, Delivery Note, LPO) before submission to Finance.
• Manage the flow of procurement documents between departments for seamless operations.
• Prepare VAT and duty exemptions for submission to the Ministry of Foreign Affairs and Kenya Revenue Authority via the IPMIS system.
• Analyze incoming bids to provide comprehensive insights for tender committee reviews.
• Prepare Request for Proposal (RFP) reports for tender committee evaluation.
• Reconcile vendor invoices with payments to maintain accurate financial records.
• Develop and monitor procurement plans in coordination with other departments.
• Establish detailed requirements for office supplies, equipment, and services in collaboration with relevant teams.
• Track orders to ensure timely deliveries and maintain supply chain visibility.

Travel and Air Ticketing

• Arrange international and domestic air tickets, visas, accommodations, and vehicle rentals for staff and visitors in coordination with travel agents.
• Ensure logistical arrangements, including airport pickups, drop-offs, and field travel, are in place for seamless operations.
• Maintain accurate records of all travel arrangements and expenses for transparency and compliance.
• Negotiate corporate travel rates with travel agencies to optimize costs.
• Coordinate travel for large groups, VIPs, or emergency deployments as needed.

Compliance (15%)

• Ensure all procurement contracts are updated and compliant with CWS policies and donor requirements.
• Monitor supply chain functions to maintain adherence to procurement policies and practices.
• Maintain accurate and up-to-date procurement records in line with donor policies.
• Conduct market research to evaluate vendor offers and negotiate competitive prices.

Data Management (10%)

• Maintain detailed records of all travel arrangements and expenses for reporting and auditing purposes.
• Assist in market research to capture current costs and improve procurement efficiency.

Representation (5%)

• Build and maintain positive relationships with staff, vendors, contractors, and external partners.
• Represent the organization professionally in interactions with suppliers, donors, and regulatory bodies.

Additional Roles and Responsibilities (5%)

• Perform other duties as assigned to enhance CWS Africa’s operational efficiency.
• Support organizational initiatives to improve procurement and logistics processes.

Qualifications and Skills

To excel as a procurement officer, candidates must demonstrate a blend of technical expertise, organizational skills, and a commitment to compliance. Below are the required and preferred qualifications:

Required Qualifications

• Bachelor’s Degree in Business Administration, Supply Chain Management, Public Administration, Procurement, or a related field.
• Minimum 4 years of procurement experience, with a specific focus on travel and logistics.
• Proven track record in vendor management, tendering, contract negotiation, and sourcing.
• Experience with ERP systems such as SAP, Oracle, or Microsoft Dynamics.
• Strong negotiation and supplier management skills.
• Proficiency in travel booking platforms (e.g., Amadeus, Sabre, Galileo).
• Sound knowledge of international and domestic travel regulations.
• Budgeting and cost control expertise for travel-related expenditures.
• Excellent planning, coordination, and multitasking skills.
• Proficiency in Microsoft Office (Word, Excel, Access, Outlook) and ERP systems.
• Strong organizational and time management skills.
• Strong written and verbal English communication skills.
• Ability to analyze complex problems and make sound decisions.
• Ability to work independently and contribute to team operations.
• Commitment to diversity, equity, and inclusion, aligning with CWS’s Platform on Racial Justice.
• Ability to remain alert and responsive to child safeguarding and PSEAH (Prevention of Sexual Exploitation, Abuse, and Harassment) risks.

Preferred Qualifications

• Diploma in Purchasing and Supplies Management.
• Experience in the non-governmental sector, particularly with donor-funded projects (e.g., USAID, UN, EU).
• Hands-on experience in sourcing and booking flights, accommodations, and ground transportation.
• Experience managing travel agencies and negotiating corporate travel rates.
• Experience coordinating travel for large groups, VIPs, or emergency deployments.
• Familiarity with travel policies, visa processes, and travel risk management.

Abilities

• Work in a multi-cultural environment with a high degree of flexibility.
• Maintain a high-performance standard with meticulous attention to detail.
• Travel extensively in Sub-Saharan Africa, sometimes under challenging conditions.
• Use laptops and Microsoft Office packages proficiently.
• Hold a valid passport with sufficient pages for travel.
• Demonstrate physical fitness for tasks involving bending, squatting, lifting, and working in varied environmental conditions.

Company Culture and Values

Church World Service fosters a collaborative and inclusive work environment that prioritizes accountability, transparency, and community impact. Staff are encouraged to take initiative, work in cross-functional teams, and contribute to innovative solutions that address global challenges. CWS is deeply committed to diversity, equity, and inclusion, ensuring all employees uphold its Platform on Racial Justice. The organization emphasizes professional development, offering opportunities for growth and learning in a supportive setting. Employees are empowered to align their work with CWS’s mission to eradicate hunger, poverty, and displacement while promoting peace and justice across Kenya and beyond.

How to Apply

Apply now for the Procurement Officer – Travel, National position. Interested candidates should submit the following documents via the online application portal by August 7, 2025:

• Updated CV detailing relevant experience and qualifications
• Cover letter addressing your suitability for the role
• Copies of academic certificates and relevant diplomas
• Valid passport copy to confirm travel eligibility
• Proof of Yellow Fever vaccination

Applications must be submitted through the official CWS careers portal: Apply for Procurement Officer – Travel, National. Clearly indicate “KE-Procurement Officer-Travel, National” in the application subject line. Only shortlisted candidates will be contacted. CWS is an Equal Opportunity/Affirmative Action employer, ensuring no discrimination based on race, color, religion, sex, national origin, gender identity, genetic information, disability, or veteran status. Auxiliary aids and services are available upon request for individuals with disabilities. Note: CWS does not charge fees during the recruitment process. Report any solicitation of funds to Fraud@CWSAfrica.org.

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Expanded Content for SEO Optimization

The procurement officer role is a cornerstone of operational efficiency in Nairobi’s non-profit sector, particularly within organizations like Church World Service that prioritize sustainable and transparent procurement practices. This position, based in Nairobi, Kenya, is designed for professionals with a passion for logistics, travel coordination, and compliance with international standards. Below, we delve deeper into the role’s significance, its impact on organizational goals, and why it’s an ideal opportunity for Kenyan professionals seeking to advance their careers in 2025.

Why the Procurement Officer Role Matters

The procurement officer is pivotal in ensuring that resources are acquired efficiently, enabling programs to run smoothly and deliver impactful outcomes. In Nairobi, where CWS operates its Resettlement Support Center (RSC) Africa, the procurement officer’s work directly supports refugee resettlement, disaster relief, and livelihood enhancement projects. By managing travel logistics, negotiating vendor contracts, and ensuring compliance with donor requirements, the officer plays a critical role in maintaining operational integrity. This position offers a unique blend of administrative, logistical, and strategic responsibilities, making it ideal for candidates who thrive in dynamic, fast-paced environments.

Career Growth Opportunities

For professionals in Nairobi, the procurement officer role provides a platform to develop expertise in travel procurement, vendor management, and ERP systems like COUPA. With a focus on travel-related duties, candidates will gain hands-on experience in coordinating international and domestic travel, securing visas, and managing budgets. This role also offers exposure to donor-funded projects, enhancing skills in compliance and reporting, which are highly transferable across the NGO and private sectors. The opportunity to work with a globally recognized organization like CWS further elevates the role’s value, providing networking opportunities and professional growth.

Navigating Nairobi’s Job Market in 2025

Nairobi’s job market in 2025 is highly competitive, with a growing demand for skilled procurement professionals in the non-profit sector. The procurement officer position stands out due to its focus on travel logistics, a niche yet critical area in humanitarian operations. Candidates with experience in travel booking platforms like Amadeus or Sabre, coupled with strong negotiation skills, will find this role particularly rewarding. Additionally, the position’s alignment with CWS’s mission to promote peace and justice makes it appealing for those driven by social impact.

Skills Development and Professional Impact

As a procurement officer, you will hone a diverse skill set, including:

• Strategic sourcing: Identifying cost-effective suppliers for travel and logistics services.
• Contract negotiation: Securing favorable terms with travel agencies and vendors.
• Compliance management: Ensuring adherence to CWS policies and donor regulations like 2 CFR 200.
• Data management: Maintaining accurate records of travel expenses and procurement activities.
• Cross-functional collaboration: Working with finance, programs, and monitoring teams to align procurement with organizational goals.

These skills are not only essential for the role but also position you for future leadership opportunities within procurement and supply chain management.

Challenges and Rewards

The procurement officer role comes with its share of challenges, including managing complex logistics, navigating tight deadlines, and ensuring compliance in a high-pressure environment. However, the rewards are significant. You’ll contribute to life-changing programs, from refugee resettlement to emergency food distribution, while working in a supportive, inclusive environment. The opportunity to travel across Sub-Saharan Africa, albeit in sometimes challenging conditions, adds an adventurous dimension to the role, appealing to professionals with a high degree of flexibility and resilience.

Preparing for the Role

To succeed as a procurement officer, candidates should focus on:

• Enhancing technical skills: Familiarity with ERP systems and travel booking platforms is crucial.
• Building negotiation expertise: Practice negotiating with vendors to secure cost-effective deals.
• Understanding donor requirements: Knowledge of USAID, UN, or EU procurement guidelines is a plus.
• Developing organizational skills: Strong time management and attention to detail are non-negotiable.

By aligning your application with these priorities, you can position yourself as a top candidate for this exciting role in Nairobi, Kenya.

The Broader Impact of Procurement in NGOs

In the non-profit sector, procurement is more than just purchasing—it’s about ensuring resources are used efficiently to maximize impact. The procurement officer role at CWS directly supports programs that address hunger, poverty, and displacement. For example, by securing cost-effective travel arrangements, the officer enables staff to reach remote areas for project implementation, ensuring aid reaches those who need it most. This role is a testament to the power of operational excellence in driving social change.

Why Nairobi in 2025?

Nairobi remains a hub for humanitarian organizations, making it an ideal location for the procurement officer role. With its vibrant economy and growing NGO sector, Nairobi offers unparalleled opportunities for professionals to make a difference. The city’s strategic position as a regional hub for Sub-Saharan Africa also means you’ll engage with diverse stakeholders, from local vendors to international donors, enriching your professional experience.

Final Thoughts

The procurement officer role at Church World Service in Nairobi, Kenya, is more than a job—it’s a chance to be part of a global movement for justice and sustainability. With a competitive salary, a supportive work environment, and opportunities for growth, this position is ideal for driven professionals ready to take on a challenging yet rewarding career in 2025. Apply today to join a team dedicated to transforming lives across Kenya and beyond.