Job Purpose
- Under the direct supervision of the Head of Finance and
Operations, the Senior Procurement Officer shall oversee the procurement
process of services and materials essential for the organization to
achieve its goals. The primary role for this position it to provide
efficient and effective procurement of various goods and services for
Habitat for Humanity Kenya. This position requires a strategic and
detail-oriented individual who can effectively manage supplier
relationships, ensure cost-effective purchasing, and uphold ethical
procurement practices.
- He/she will advise the Head of Finance & Operations and
SMT on procurement aspects of HFHK. The Senior Procurement Officer reports
to the Head of Finance & Operations and has full responsibility to
lead and guide, coach, motivate and mentor the procurement team under
him/her.
Duties
- Procurement Strategy Development: Develop and implement a
procurement strategy aligned with the organization’s goals and objectives.
Conduct market research to identify potential suppliers and new
procurement opportunities. Collaborate with relevant stakeholders to
understand project requirements and procurement needs.
- Procurement systems and processes: Coordinate fully compliant
procurement systems and operating procedures. Assess effectiveness and
efficiency and recommend improvements. Contribute to ensuring compliance
with HFH Kenya procurement policies and procedures, standards, donor
regulations, and local statutory requirements.
- Procurement Plan & tracker: Coordinate with various
departments to develop and maintain an up-todate procurement plan with all
quantities, quality and delivery requirements for goods and services.
- Provide pricing information to assist budget holders with
budget preparation. Maintain an up-to-date procurement tracker to be
shared with different departments and SMT on a monthly basis.
- Procurement Process Management: Oversee the end-to-end
procurement process, including requisition, sourcing, evaluation, and
purchase order/Contract issuance. Ensure adherence to procurement
policies, procedures, and regulatory requirements. Review and approve
purchase requisitions and orders to ensure accuracy and compliance.
- Cost Control and Budget Management: Coordinate the sourcing
process and perform various activities to assist with ensuring the best
value for money: market research, cost estimates, solicitation documents,
bidding process facilitation, supplier identification and research,
quality and availability of goods assessment, negotiation,
contract/purchase order and other documents preparation. Analyze pricing
trends and market conditions to optimize procurement decisions and achieve
cost savings.
- Develop and manage procurement budgets, tracking expenses and
identifying areas for cost reduction. Conduct regular cost-benefit
analyses to assess the financial impact of procurement decisions.
- Vendor Management: Maintain correspondence and constant
contact with suppliers to follow up on the execution of contractual terms
and conditions, and handle issues if needed. Monitor and report on
supplier performance, noting current and/or potential issues and/or
inefficiencies and assist with contract/purchase order modifications.
Identify, evaluate, and select reliable suppliers based on quality, cost,
reliability, and delivery speed. Negotiate contracts and agreements with
suppliers to secure favorable terms and conditions.
- Risk Management and Compliance: Identify and mitigate
procurement risks, such as supply chain disruptions, price fluctuations,
and compliance issues. Monitor and enforce compliance with relevant laws,
regulations, and ethical standards. Implement internal controls and
procedures to safeguard the integrity of the procurement process.
- Transparency and Accountability in procurement: Accountable
for transparency within the procurement department through ensuring a
complete, accurate and up-to-date document trail of all procurement
processes, vendor files, procurement, and inventory database to assist
with control and accountability. Prepare reports and facilitate document
retrieval.
- Collaboration with other functions and departments:
Communicate with other procurement staff, finance and operations team and
other departments to coordinate and track goods/services delivery and
receipt and keep everyone informed of the status. Coordinate with the
requisitioning department to confirm that goods/services delivered are
what have been ordered in the correct quantities and quality, they arrive
on schedule and at the right cost.
- Personnel Management: Assist Head of finance and operations in
recruiting, developing, train, supervise and appraise supply chain staff
under him/her to achieve the function’s overall responsibilities as well
as to support the achievement of the organization’s strategic and
operational objectives.
- Support in proposal development: Provide timely and relevant
costing information for proposal development and other solicitations by
the country office.
- Inventory management: Develop and maintain a robust inventory
management system to ensure all materials and supplies procured are well
recorded and safeguarded in accordance with the organization policies and
procedures and industry best practices.
Key Performance
- Weekly production and maintenance of the procurement and
suppliers’ payment tracker and other status reports on procurement
activities and work in progress.
- Monthly procurement reports e.g Procurement plan tracker.
- Strict implementation of the organization procurement policies
and procedures.
- Timely and quality procurements.
- People management skills
Qualifications
- Bachelor’s Degree in Procurement and Logistics Management,
Business Administration, or other relevant degree required. Full
professional certification such as CIPS is mandatory.
- Good knowledge of various donor procurement regulations (e.g.
BMZ, KOICA, ADH, EU, UN, USAID etc)
- Staff management experience and abilities that are conducive
to a learning environment.
- Knowledge of international and national procurement
regulations and local market conditions.
- Knowledge of contract terms, as well as a proven ability to
successfully complete purchase orders against specifications.
Knowledge And Skills
- Demonstrated experience in practical application of
enterprise-wide computerized procurement system/software (e.g SAP,
Agresso, Navision).
- Good planning and coordination skills and ability to
prioritize competing priorities effectively.
- Good analytical skills with ability to make independent
judgments and decisions.
- Proactive, results-oriented, and service-oriented with focus
on meeting customer needs.
- Ethical conduct in accordance with recognized professional and
organizational codes of ethics.
- Good negotiation, communication, and relationship management
skills.
- Proficient in MS Office package (Excel, Word, PowerPoint).
Experience with database management systems (e.g. MS Access) highly
desirable..
Experience
- Minimum of 5 years work experience in procurement/purchasing
management, logistics, administration, preferably with an international
non-Governmental organization
How To Apply
If your background, experience and competence match
the job specifications, please submit your CV & motivation letter as a
single file to hr@hfhkenya.org by Thursday 18 July 2024 with
the position applied for in the subject line.
Indicate in the subject of the email: Senior
Procurement Officer
