Who We Are

Ikigai provides extraordinary space for individuals and organizations in a sustainable, community-oriented environment, helping them feel balanced and productive. We are a beautifully curated collective of shared office spaces in Kenya. At Ikigai, we cultivate an environment where meaningful human interactions are nurtured to encourage impactful and profitable connections between ideas, individuals, and businesses.

Ikigai is not just another shared office space but a place where community and the collective are at the heart of everything we do. At Ikigai, you have a beautiful and secure space to work from, social areas to connect with your peers and strangers to create fruitful relationships that help push your business forward, events and workshops in our tree-filled gardens or boardrooms, and a coffee bar to keep you productive.

Who You Are

The Ikigai Procurement Associate is a generalist who will run the day-to-day procurement functions at Ikigai. Responsible for timely and accurate execution of all procurement activities both Food & Beverage (F&B) and non- F&B (Events, Facilities and Projects) in alignment with Ikigai’s policies. You are someone who is proactive, organized, and skilled in supplier management to support our vibrant, growing community and dynamic workspaces.

Education and Experience

• Bachelor's Degree in Purchasing, Supply Chain Management, Business management, or any other relevant field
  
• 3-5 years of procurement experience (in the hospitality sector is a huge plus!)
• Intermediate proficiency with Microsoft applications, especially Excel
• Understanding of procurement and administration, especially familiarity with procurement laws and regulations, aligned with professional experience
• Strong analytical, critical thinking and problem-solving skills with the ability to analyze data, compare prices and evaluate supplier proposals to make informed decisions
• Strong and ethical negotiation skills to help secure favorable terms for the company
• Awareness of market trends, supplier capabilities and industry specific factors that may affect procurement decisions; ability to proactively communicate this information and triangulate with first-hand experience to mitigate against risks and improve decision making.

What to Expect

This role reports to the Hospitality Manager and will work closely with the Finance, Marketing ,Events, Facilities & Projects teams to meet the organization’s procurement needs while maintaining compliance with established standards and best practices.

Role Responsibilities

Supplier and Vendor Management

• Maintain and update a prequalified supplier database for operations, kitchen, café, and event supplies, ensuring records are accurate and up to date to support tracking of vendor performance for reliability and consistency.
• Assist in coordinating procurement needs by liaising with internal teams to ensure timely sourcing and delivery of necessary supplies.
• Support in identifying, verifying and onboarding suppliers, ensuring compliance with company procurement policies.
• Assist in drafting and managing purchase agreements ensuring adherence to agreed terms and conditions and securely storing procurement records and contracts according to company policies and relevant regulations.

Ordering and Inventory Control

• Source and procure goods and services for Roasted Truth Cafés, Ikigai Kitchens, locations, and events; assist in coordination of procurement activities across company operations.
• Manage the ordering and receiving process, ensuring timely and cost-effective procurement from raising requisitions, to receiving orders.
• Oversee the Purchase Order (PO) process, including approvals and stock availability, ensuring invoices are accurate, complete, and valid before payment processing.
• Support stock takes and organization of storage areas for kitchen, café, and event supplies to prevent shortages or overstocking while ensuring proper storage and organization of items.

Data and Reporting

• Track and record inventory levels for kitchens, cafés, office consumables, and event supplies.
• Monitor stock usage and update records to ensure accurate tracking.
• Maintain an organizational wide inventory register, logging all asset details.
• Compile a monthly inventory report on stock status, post organizing and participating in bi-monthly and monthly stock takes.
• Maintain secure and organized procurement documentation, policies, databases, and inventory records for F&B and NON-F&B processes conducive for efficient retrieval and revision of content.
• Ensure data compliance when storing, managing and destroying legal, regulatory and financial data.

General Compliance, Strategy and Safety

• Ensure understanding and compliance of procurement and health/safety regulations and policies in both F&B and NON-F&B, while proactively staying informed of current and future legal and regulatory requirements affecting procurement for kitchens, cafes, and events.
• Participate in regular procurement and event planning meetings to align procurement activities with future growth, including upcoming event needs as required.
• Read, understand and comply with the company’s policies at all times; immediately bring to your manager or senior leadership’s attention when company policies are not being adhered to.
• Support the implementation of procurement policies and strategies while upholding compliance with the company’s core values in dealing with staff and partners.
• Any other relevant duties and responsibilities assigned by the Hospitality Manager.

Essential Skills and Competencies

• Passion for and understanding of Ikigai’s mission and values
• Excellent verbal and written communication skills
• Highly detail-oriented with strong organizational & planning skills
• Outstanding problem-solving skills including being solution-driven in your approach to overcoming challenges
• Excellent proficiency with Microsoft Office applications (Word, Excel, PowerPoint) or willingness to quickly learn on the job; able to create polished PowerPoint presentations
• Demonstrates integrity, dependability, responsibility, accountability, self-awareness, work ethic, empathy, and professionalism
• Good interpersonal, communication and presentations skills, especially the ability to communicate technical and non-technical information to partners and staff in a concise and clear manner
• High level of integrity, confidentiality, trust and dependability with a strong sense of urgency

At Ikigai, we are just as interested in how someone fits with our culture, as their ability to get the job done. For anyone joining our team we are also interested in whether:

• You show up to work as your true and authentic self. Whether that is having a talent for Lingala dancing, baking, reading, or sleeping in & watching Netflix.
• You enjoy teamwork and collaboration. When you are stuck you ask for help and are a candid communicator.
• You take pride in being detail-oriented and highly organized. You have strong work planning and time management skills and can effectively prioritize both urgent and important tasks when everything is happening at once.
• You hold yourself to the highest standards of personal and professional integrity. You maintain confidentiality when appropriate and you know when and how to professionally pull in support when faced with a challenging situation.

The Interview Process

Application (You are here)

• Our people and culture team will review your application to see how your skills and experience align with our needs.

Culture interview (phone/ video call)

• Our goal is to explore your motivations to join our team, learn why you’d be a great fit, and answer questions about us.

In-Person Technical interview (length varies by role)

• You'll meet the hiring team who will evaluate skills needed to be successful in your role.

Final Interview (length varies by role)

• You'll meet your Future Manager and get a feel of what it looks like working in the team.

Offer Stage Pop the champagne (after you sign)

• If everyone’s happy, we’ll make you an offer to join us - YAY!😃

*****The interview process might change based on the role, you shall be advised if that is the case.

Ikigai is as an Equal Opportunity Employer, committed to nurture the growth and career development of its employees by providing an environment where opportunities for such growth are open and available on merit basis. The above statements are intended to describe the general nature and level of work performed by this job's employee. They are not intended to be an exhaustive list of all responsibilities and activities required of the position.