ABOUT US:
Fairtrade Africa (FTA) is the umbrella network organization representing Fairtrade certified producers and workers in Africa. It has four (4) regional networks – Eastern Africa; Southern Africa; West Africa; and Middle East and North Africa. Established in 2005, FTA aims to effectively represent producers and workers within the International Fairtrade System and provide services to them that contribute to the improvement of their livelihoods. The FTA Board directs policy and strategic development of the organization.
FAIRTRADE AFRICA PURPOSE: To improve the socio-economic conditions of African producers through increased access to better trading conditions.
ABOUT THE JOB:
Responsible for evaluating suppliers, products, and services, negotiating contracts, and ensuring that approved purchases are cost-efficient and of high quality. Develop and streamline procurement processes and ensure that the procurement processes are efficient, cost-effective, transparent, and aligned with the mission and values of Fairtrade Africa.
LOCATION: Nairobi, Kenya
REPORTING LINES:
Postholder reports to the: Executive Director
Staff reporting to this post: No
BUDGET RESPONSIBILITY: Yes
DUTIES & RESPONSIBILITIES
Procurement Planning and Strategy
• Develop and implement procurement plans based on administrative and programmatic needs and budget allocations.
• Collaborate with programme managers, finance, and operations teams to forecast procurement needs.
• Ensure procurement activities comply with donor regulations, organisational policies, and legal requirements.
• Work with the Finance Manager and Project managers to determine procurement needs, quality and delivery requirements.
• Work with the finance manager to build a robust contract management system for All procurement contracts.
Supplier Management
• Identify, evaluate, and establish relationships with reliable suppliers and service providers.
• Conduct market research to assess price trends, availability of goods, and supplier capabilities.
• Negotiate contracts, terms, and pricing to achieve cost savings and ensure value for money.
• Maintain and update a database of pre-qualified suppliers and vendors.
Procurement Process Execution
• Prepare and issue purchase orders, request for quotations (RFQs), and tenders.
• Evaluate supplier bids and proposals based on quality, cost, delivery timelines, and compliance with Fairtrade Africa standards.
• Ensure all procurement documentation (contracts, purchase orders, invoices) is complete and accurately recorded.
• Monitor delivery timelines, inspect goods upon receipt, and co-ordinate with relevant departments to verify quality and quantity.
Compliance and Risk Management
• Ensure that all procurement activities adhere to donor regulations, ethical standards, and anti-corruption policies.
• Identify and mitigate procurement risks, including fraud, conflict of interest, and supplier non-performance.
• Maintain proper documentation and audit trails for transparency and accountability.
Budget and Cost Control
• Work closely with finance teams to align procurement expenditures with organisational budgets.
• Track and report on procurement expenditure and cost savings initiatives.
• Optimize procurement strategies to achieve financial efficiency while maintaining quality.
Stakeholder Engagement
• Collaborate with internal teams (programme, operations, finance, administration) to ensure timely and accurate procurement.
• Engage with external stakeholders, including regulatory authorities, and industry networks, to stay informed of procurement best practices.
Reporting and Record Keeping
• Maintain accurate procurement records, including purchase orders, supplier agreements, and receipts.
• Prepare and submit procurement reports for management and donor reviews.
• Support internal and external audits by providing necessary documentation and reports.
SKILLS & EXPERIENCE REQUIRED
KNOWLEDGE, EXPERIENCE AND SKILLS
Qualifications
• Bachelor’s degree in Procurement, Supply Chain Management or a related field.
• Professional Certification Chartered Institute of Procurement and Supply (CIPS) qualifications or the Certified Professional in Supply Management (CPSM).
• Must be a member of the Kenya Institute of Supplies Management (KISM)
Experience and Knowledge
• 5+ years of experience in procurement or a similar position.
• Strong understanding of international trade laws, import regulations and logistics.
• Proficiency in procurement software and ERP Systems.
• Ability to multi-task and work in a fast-paced environment.
Skills
• Excellent negotiation, communication and supplier management skills.
• Strong problem-solving abilities and attention to detail.
• Strong communication and negotiation skills.
• Good analytical and strategic thinking skills.
• High level of integrity, accountability, and professionalism.
• Ability to manage multiple tasks and work under tight deadlines.
• Team player with strong interpersonal skills.
How to apply
APPLICATION DEADLINE is 10th August 2026
An application form (CVs will not be accepted) can be found on the jobs and volunteering page of our website: https://fairtradeafrica.net/vacancies-and-tenders/ If you have any queries, please e-mail [email protected] or call +254 202721930 or +254 704180169 and ask to speak to a member of the HR team.
Qualified applicants will be subjected to background checks as a pre-condition of employment. Completed applications should be saved in the applicant’s name and the position (Procurement Coordinator) and be e-mailed to [email protected]
All applicants should state how they meet the essential requirements of the post.
ONLY SHORTLISTED CANDIDATES WILL BE CONTACTED
More Information
- Job City Kenya
