Job Summary

Applications are invited from qualified persons for the above vacant position.

  • Minimum Qualification: Bachelor
  • Experience Level: Mid level
  • Experience Length: 3 years

Job Description

Main Responsibilities
Procurement Management & Support

• Manage the entire process in the planning of procurement activities, ensuring effectivelyfunctioning processes to avoid costly delays based on projects’ procurement plans;
• Keep effective lines of communication between the Project/Programme Managers and the procurement team to ensure priority requirements, timely delivery of goods, works and services using the -Kenya procurement procedures and guidelines;
• Lead full compliance of procurement activities with the -Kenya’s Procurement Manual and Donor’s Regulations;
• Implement effective internal control, proper design and functioning of a client-oriented procurement management system for projects and related reporting requirements;
• Ensure effective use of internal Standard Operating Procedures in Procurement, control of workflows, continuous business monitoring and improvements in systems and processes;
• Manage and monitor all transactional procurement including tendering processes, evaluation, contracting, contract management, legal considerations, payment conditions, contractors performance evaluation and risk assessment; this will include preparation of appropriate procurement documentation leading to the approval of Purchase Orders and contracts;
• Review quarterly procurement status report for all purchases and share the Report with the Head of Finance & Operations and Project Managers;
• Review procurement guidelines and manuals to streamline, standardize and improve integrity of procurement processes including e-procurement;
• Provides specialist advice, guidance and service on best procurement practice to staff; and builds the capacity of -Kenya in procurement risks based identification, assessment and management;
• Supports project managers in developing realistic procurement budgets and advises on market changes in prices of regular products;
• Undertakes regular spend, supply markets and savings analysis;
• Produce regular reports on procurement performance and performs in-depth analysis including spend analysis, procurement lead times, savings secured and wastage analysis;
• Provides technical support on matters relating to procurement in accordance with statutory requirements and procedures;
• Undertake market research and surveys on a regular basis;
• Prepares tender documents and ensures effective tendering process management including planning, strategic sourcing and category management, risk management, and project management.

Supplier Management
• Manages key supplier relationships and third party service providers to deliver breakthrough performance in cost, service and quality, including technical input to negotiations on strategically significant contracts;
• Develops, maintains and manages a supplier base that serves the procurement needs of -Kenya, develops and implements strategies to evaluate and improve Supplier performance in terms of on time delivery, quality specifications, waste and cost reductions;
• Lead on procurement related negotiations with suppliers to ensure savings are achieved, and value for money and efficiencies are secured for -Kenya.
• Evaluate potential suppliers using developed and agreed criteria to support alignment and understanding of the expectations and requirements of engagement;
• Monitor and report on the performance of selected vendors to ensure timely delivery in line with contractual obligations and performance metrics and ensure deactivation/blacklisting of non performing vendors or vendors that deliver substandard goods;
• Manage outward communication to vendors to facilitate understanding and awareness of organizational strategic direction, changes and challenges;
• Manage the interaction between vendors and internal teams to provide adequate visibility of interdependent initiatives and program activities;
• Liaise with procurement vendors to review, report on and revise contractual agreements as necessary;
• Monitor initiation of vendor enlistment process; review checklist, vendor evaluation, vendor documentation for vendor selection processes and maintain updated Approved Vendor List (AVL)
• Ensure enterprise-wide needs for due diligence, risk assessment and continuous vendor monitoring are being accomplished;
• Tracking, measurement, reporting and evaluation of vendor performance and ensure yearly vendor deactivation and/or delisting process;
• Ensure Bridger checks are done for all Vendors and Consultants;
• Troubleshoot all vendor problems and present to management as required.

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