Job purpose
- Senior Associate Procurement will be a key member of the
Finance & Operations (FO) department providing overall leadership of
the procurement department while undertaking their mandate of strategic
oversight, planning and overall management of the procurement unit. The
position holder will provide support to both Nairobi & Nyanza/ western
procurement teams under the Kenya country operations. The Operations Unit
focus on delivering and optimizing current procurement needs ensuring that
deliveries are available in the most cost-effective way and promptly. The
Procurement unit will be focused on ensuring the lifetime cost of a
product is minimized and that the supply chains are well-designed and
cost-effective.
Duties and responsibilities
- Under the guidance and supervision of the Associate Manager of
Operations, the Senior Procurement Associate provides administrative
support in the management of a variety of processes/transactions in
implementing procurement and contracting of commodities, materials,
equipment and services in Kenya, ensuring high quality and accuracy of
work. He/she uses his/her discretion to address unforeseen situations,
seeking advice from and/or reporting to the supervisor as applicable. The
Senior Associate Procurement liaises with heads of departments to ensure
the best support. In performing his/her work, the Senior Associate
Procurement promotes a client, quality and results-oriented approach.
Key Functions:
Procurement Operations:
- Liaise with various requesting departments within Evidence
Action to ensure any requirements for procurement support are identified,
approved and procured in a timely, well-documented and cost-efficient
manner.
- Supervise the staff in the procurement department ensuring the
department activities are conducted in accordance with the procurement
policy and with utmost professionalism.
- Conduct local procurements and manage the entire procurement
cycle, including but not limited to sourcing for bids, analysis, issue of
Purchase orders, expediting orders, receipt of orders, inspection,
verification of invoices and processing of payments.
- Ensure accurate and timely payment of invoices, as necessary
for the organization with the suppliers.
- Ensure the procurement policy is adhered to for all purchases
at Evidence Action and liaise with the Associate Manager, Operations or
any revisions and updates needed.
- Implement an annual planning process to streamline repetitive
procurement of goods to increase competitive tendering and internal
processes.
- Prepare Country procurement status reports to reconcile with
the procurement plan and report on any deviation.
- In collaboration with the Associate Manager Operations,
enforce the mainstreaming of procurement best practices across the
organization to enhance the efficient and timely servicing of procurement
requests.
- Review the existing SOPs for procurement, recommend changes
and once approved support in enforcing compliance of the same across the
organization.
- Lead in the annual supplier prequalification process ensuring
that the process is conducted professionally and in a timely manner and
all documentation needed for the process are updated and supplier records
are properly filled in an organized and efficient manner.
- To participate in the tendering processes to manage tender
lists, manage the dispatch of tender documentation and quotations in
accordance with the governing laws and coordinate responses to tender
enquiries as appropriate.
Procurement Documentation:
- Take charge of the necessary relevant procurement documents
including but not limited to quotes, LPOs, supplier invoices, Supplier
statements, Kenya revenue Pins, approved bank details, supplier contact
info and any other documentation that may be required and hand over the
same to the Finance team- Payables to support financial transactions
between the organization and its suppliers.
- Ensure a centralized and uptodate supplier database containing
key supplier information.
- Ensure all payment requests are submitted promptly and update
the payment trackers on time
- Support the procurement team in the preparation of RFQs,
organizing and maintaining the box filling system for the Kenya
procurement.
- Support the procurement team in buying/sourcing all program
supplies within the approved timelines and standards
- In collaboration with the procurement team, support with the
preparation of supplier contracts, CSI Reports and ensuring new suppliers
are updated in the supplier database.
- Provide monthly reports to Associate Manager Operations on
procurement KPIs against internal user targets to ensure alignment.
Vendor Management:
- Identify and negotiate with suppliers to ensure transparent
and cost-effective sourcing
- Ensure that the vendors are compliant with the Organizational
policies and procedures put in place. E.g. CSI Checks etc.
- Preparation of vendor contracts, amendments to existing
contracts and other contract management requirements.
- Act as the focal person for communication with the vendors on
behalf of Evidence Action.
Requirements
- Bachelor’s degree in Procurement or Supply chain management.
- At least CIPS level 4 will be an added advantage,
- Membership of KISM
- At least 3-4 years experience having supported in a similar
position in an organization with operations similar to Evidence Action.
- Excellent knowledge of the local regulatory environment,
including knowledge of customs clearance and importing processes.
- Knowledge and a strong understanding of the Public Procurement
Act (2005) laws of Kenya.
- MUST be Proficient in Microsoft Office programs, particularly
Excel
- Excellent organizational and time management skills;
- Strong oral and written communication skills with attention to
detail.
Required Skills and attributes
- Able to uphold and respect procurement ethics and to conduct
activities with Honesty, Transparency and Integrity.
- Self-motivated with the ability to operate under own
initiative and also take instructions to prioritize and manage a diverse
workload.
- Ability to handle multiple projects simultaneously to meet
goals and deadlines without compromising the desired detail and work
quality.
- Ability to liaise with others and work well in a team and in a
multicultural work environment.
- Problem-solving skills;
- Independent, proactive and willing to take initiative.
- Interested in a work environment that is flexible, creative,
and constantly changing.
How To Apply
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