Organizational Profile
Christian Health Association of Kenya (CHAK) is a technical support organization for member church health facilities, universities and Medical Training Colleges (MTCs). It was registered as an Association in 1946 with a core mandate of advancing the critical role of the Church in healthcare, health education and healing. In 2023, the CHAK Business Services Limited (CBSL), a social enterprise founded to drive business solutions to deliver value and generate resources for the communities’ wellbeing was established. The CBSL focuses on diversifying revenue streams for CHAK and contributing to sustainable development across various sectors.  

CHAK’s vision is Quality Healthcare for all to the Glory of God.  

Job Profile
CHAK is seeking to hire an experienced Procurement and Logistics Officer who will be responsible for supporting efficient, compliant, and cost-effective procurement, VAT management, and logistics operations for the Jamii Tekelezi Program. The role will ensure timely acquisition of goods and services, effective administration of VAT exemption and reimbursement processes, proper fleet and logistics management, and adherence to CHAK and donor policies and procedures.

The position works under the direct supervision of the Finance & Administration Director with a dotted reporting line to Procurement Manager. The officer will liaise with Project staff, Service Delivery Advisors, Finance team, suppliers, and service providers and collaborate closely with other project teams and stakeholders to ensure effective coordination of procurement and logistical support across program activities.

Key Responsibilities and Duties

• Procurement Management
• Lead the preparation, consolidation, and execution of the annual procurement plan, ensuring alignment with program priorities, budgets, and timelines.
• Execute end-to-end procurement processes for goods and services in full compliance with CHAK, the donor, and applicable donor regulations.
• Review and validate requisitions, technical specifications, and cost estimates to ensure completeness, accuracy, and value for money.
• Manage the solicitation process, including preparation and issuance of RFQs/RFPs/ITBs, ensuring transparency, fairness, and competitiveness.
• Conduct robust price, cost, and reasonableness analyses to support sound procurement decisions and optimal resource utilization.
• Establish and maintain complete, accurate, and audit-ready procurement records and documentation in line with donor and organizational requirements.
• Serve as the non-voting secretary to procurement evaluation committees, ensuring integrity of the process and proper documentation of proceedings.
• Support the drafting, review, negotiation, and administration of contracts and purchase orders to safeguard organizational interests.
• Review and verify supplier invoices against contractual terms and deliverables prior to submission for payment processing.
• Develop, maintain, and continuously update a vetted supplier database, supporting supplier prequalification, performance monitoring, and strategic sourcing.
• VAT and DA-1 Administration
• Coordinate end-to-end VAT exemption processing in compliance with the donor and KRA requirements.
• Prepare, review, and submit invoices for Tax exemption processing ensuring completeness and accuracy of supporting documentation.
• Maintain a detailed VAT tracking matrix capturing submission status, approvals, reimbursements, and outstanding claims.
• Conduct regular follow-ups with suppliers to ensure timely submission of required documents and processing of VAT refunds.
• Liaise with KRA and relevant authorities where necessary to resolve VAT-related issues.
• Reconcile VAT reimbursement records with finance records to ensure proper posting to the general ledger.
• Generate periodic VAT status and reconciliation reports for management review.
• Ensure proper filing and audit readiness of all VAT documentation.
• Logistics and Fleet Management
• Plan, coordinate, and oversee end-to-end logistics for project activities, ensuring timely and efficient delivery of goods, services, and field operations support.
• Manage vehicle scheduling, allocation, and utilization to optimize fleet efficiency and support program implementation across all locations.
• Ensure all project vehicles are properly maintained, serviced, insured, and compliant with CHAK policies.
• Monitor and control fleet usage, including fuel consumption, movement tracking, and driver accountability, to promote efficiency, safety, and cost control.
• Enforce adherence to CHAK transport and fleet management policies, ensuring proper authorization and documentation.
• Coordinate travel logistics for staff, including transport and accommodation arrangements, ensuring cost-effectiveness and compliance with organizational policies.

Qualifications and Competencies

• Bachelor’s degree in Procurement, Supply Chain Management, Business Administration, or related field.
• Professional qualification (CIPS/KISM).
• Active membership of KISM, with a valid Supplies Management Practitioner’s License.
• 3–5 years’ experience in procurement and logistics operations.
• Experience with USG donor-funded programs.
• Experience with ERP or procurement systems.
• Integrity
• Teamwork and Cooperation
• Self-driven, innovative, a team player with strong interpersonal skills
• Ethical, trustworthy, and committed to high standards of professionalism.

Application Procedure

Kindly send your application using this link https://recruitment.chak.or.ke/ by attaching your cover letter, CV and copies of certificates.
Please note, the attached documents should not exceed more than 2MBs to ensure successful submission of your application.

Applications should be addressed to:
The General Secretary
P.O. Box 30690 – 00100,
Nairobi

In case of any challenges using the application link provided, please write to us on hr@chak.or.ke stating the specific challenges experienced then apply through the email.

The closing date for receiving all applications is 22nd April 2026

NB: By applying for this position, I hereby consent CHAK to collect, store and process my information. I understand that I may withdraw my consent by withdrawing my application.

Job Profile
CHAK is seeking to hire an experienced Procurement and Logistics Assistant who will provide day-to-day support for procurement, logistics, and related administrative functions in support of the CHAK–Jamii Tekelezi project deliverables. The role ensures that procurement processes are implemented in compliance with CHAK and USG policies, standards, and best practices, with a focus on accuracy, efficiency, and timely service delivery.

The position works under the direct supervision of the Procurement, Operations & Logistics Manager and collaborates closely with project teams and stakeholders to ensure effective coordination of procurement and logistical support across program activities.

Key Responsibilities

• A. Procurement Documentation, Operations & Compliance
• Ensure consistent application of the three-way matching process by verifying Purchase Orders, invoices, and delivery notes, and confirming all required approvals and signatures prior to submission to Finance for payment processing.
• Maintain procurement trackers for all Purchase Orders and modifications, reconciling invoices against POs and delivery notes, and updating payment submission status within required timelines.
• Ensure buttressed documentation by attaching all relevant supporting records, including RFQs, ITBs, bid analysis reports, purchase orders, and invoices, prior to payment submission.
• Ensure all procurement requests are supported by approved purchase requisitions prior to issuance of RFQs, in compliance with procurement procedures.
• Monitor e-procurement workflows, identifying delays or gaps and escalating issues promptly for resolution.
• Maintain complete soft and hard copy records of contracts, service level agreements, and vendor documentation for audit readiness.
• Liaise with vendors to ensure timely delivery of goods and services, ensuring proper documentation and compliance with procurement requirements.
• B. Vendor Coordination & Procurement Cycle Management
• Serve as the first point of contact for vendor invoices, ensuring accuracy and completeness of documentation for payment processing.
• Conduct routine follow-up on procurement activities on behalf of the supervisor, providing timely status updates and responding to stakeholder queries.
• Monitor procurement progress and liaise with vendors throughout the cycle, escalating post-order issues to program teams for resolution.
• Counter-check Goods Received Notes (GRNs) against invoices, identify discrepancies, coordinate corrections, and ensure all supporting documents are complete for audit purposes.
• C. VAT Reimbursement Processing, Tracking & Compliance
• Provide end-to-end VAT reimbursement support, including preparation, photocopying, and systematic filing of ETRs, invoices, and supporting documentation for audit and compliance purposes.
• Maintain and regularly update tracking systems for VAT claims, invoices to ensure accuracy, completeness, and traceability of all submissions.
• Monitor USG approvals, ensuring timely follow-up on pending submissions and escalating delays where necessary.
• Coordinate with internal teams and external vendors to verify documentation requirements and resolve discrepancies affecting VAT reimbursement processing.
• Follow up with vendors and relevant stakeholders to ensure timely processing, approval, and settlement of VAT refund claims.
• D. Fleet, Transport & Logistics Coordination
• Manage vehicle allocation and weekly scheduling, ensuring fair distribution of project vehicles in line with operational needs and departmental approvals.
• Monitor vehicle usage for compliance with transport and fleet management policies, including authorization, security controls, maintenance, fueling, and proper documentation.
• Coordinate logistics for project activities, including movement of goods, staff travel, and service delivery to ensure smooth and efficient operations.
• Oversee procurement-related travel and accommodation arrangements for project staff in support of program implementation.

Qualifications and Competencies

• Bachelor’s degree in business administration, Commerce, Finance, Procurement, Supply Chain Management.
• At least two (2) years of relevant professional experience in Procurement and Supplies Management within the NGO, private, or public sector environments.
• Active membership in CIPS or KISM, with a valid Supplies Management Practitioner’s License.
• Strong computer skills in MS Word, Excel, and PowerPoint.
• Experience with ERP or procurement systems is an added advantage.
• Integrity
• Teamwork and Cooperation
• Self-driven, innovative, a team player with strong interpersonal skills
• Ethical, trustworthy, and committed to high standards of professionalism.

Application Procedure

Kindly send your application using this link https://recruitment.chak.or.ke/ by attaching your cover letter, CV and copies of certificates.
Please note, the attached documents should not exceed more than 2MBs to ensure successful submission of your application.

Applications should be addressed to:
The General Secretary
P.O. Box 30690 – 00100,
Nairobi

In case of any challenges using the application link provided, please write to us on hr@chak.or.ke stating the specific challenges experienced then apply through the email.

The closing date for receiving all applications is 21st April 2026