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1 month ago

Job Summary

To maintain in scope the management and sourcing activities (Acquisition of goods, works, consulting and non-consulting services) on a day-to-day basis for entire procurement function and execute standardized strategic sourcing processes focusing on value for money.

  • Minimum Qualification: Bachelor
  • Experience Level: Mid level
  • Experience Length: 5 years

Job Description/Requirements

Key Responsibilities

  • Provide advisory services to line managers and project teams on procurement of all goods; works; services and logistical matters.
  • Maintain and update bi-annually an approved list of registered suppliers required by Firms.
  • Prepare and implement a Procurement Plan.
  • Prepare, publish, and distribute clear technical specifications for procurement of goods and services including invitations to tenders, pre-qualification documents, and invitations for expression of interest.
  • Coordinate the receiving and opening of tender documents.
  • Coordinate the evaluation of tenders, quotations, and proposals.
  • Prepare and publish notices of award and notices of tender acceptance.
  • Prepare and issue rejection and debriefing letters.
  • Prepare contract documents, in line with award decisions; Coordinate media relations and lobby for coverage of Firm events; prepare press releases and organize media briefings.
  • Prepare contract variations and modifications to documents.
  • Maintain and archive documents and records of procurement and disposal activities for the required period.
  • Develop and implement a mechanism for use organization-wide for measuring and improving purchasing performance.
  • Participate in supplier qualification and selection process by developing a supplier evaluation system.
  • Ensure that Firms have reliable and efficient suppliers with documented quality systems and a sound financial base.
  • Participate in the review and development of contracting strategies through analysis of the value chain and identifying new opportunities for procurement efficiencies.
  • Supporting and conducting commercial negotiations with prospective suppliers.
  • Formulate Service Level Agreements in consultation with other departments to meet the expectations of internal customers.
  • Monitor Service Level Agreements management by user departments to observe consistency and ascertain that Firmsis getting value for money from procured services or products.
  • Report any significant variations from the terms and conditions of the contract to the Chief Executive Officer.
  • Certify the invoices and payment vouchers to suppliers.
  • Verify that the available stock warrants initiation of a procurement process.
  • Pursue and develop cooperative relationships and interchange of information between the procurement function and other departments of the Trust to give exceptional customer service.
  • Ensure adherence to the procurement procedures as required by procurement policy and grant agreement.


Other Duties and Responsibilities

  • Conduct market surveys and analysis which will assist in monitoring and forward planning for supplies.
  • Ensure smooth supply chain procedures within the and coordination among staff to ensure successful requisition.
  • Member and Secretary of the Procurement Committee
  • Any Other Duties that may be assigned by the Supervisor/Manager.


Key Result Areas

  • Transparent procurement process
  • Cost reduction in procurement
  • Controlled spending in purchases.


Key Relationships

Internal

  • Programme Managers
  • Finance team
  • Programme officers
  • Human Resource officer
  • ICT Team


External

  • Consultants
  • Internal & External Auditors
  • Implementing partners
  • Vendors
  • Suppliers


Knowledge, Experience and Skills

  • At least Five years’ progressive work experience.
  • Knowledge of ERP System or any operational software in the relevant field
  • Navision Knowledge
  • Proficient in Microsoft Office programs specifically Advanced Excel
  • Experience working with programmes in non-governmental organizations.


Qualifications/Other Requirements:

  • Bachelor’s degree in supply chain management or related field.
  • Professional Membership in Purchasing and Supplies; CIPS or KISM


Role Competencies:

  • Willingness to work in a fast paced and constantly changing work environment.
  • Driven, curious and willing to engage and learn.
  • Good at understanding guidelines and requirements and translating them into concrete improvements.
  • Flexibility and ability to prioritize and plan daily work according to evolving needs, often with short deadlines and shifting tasks.
  • Ability to work independently and in a structured and effective manner, with attention to detail and results.
  • Good analytical and critical thinking skills, Problem-solving, judgment and decision-making skills.
  • Excellent English oral and written communication and presentation skills, strong interpersonal skills, and ability to communicate with a wide range of audiences.
  • Excellent negotiation skills
  • Unquestionable integrity
  • Ability to prioritise


Behaviour

Accountable: Taking responsibility for appropriate decisions that you make, and the actions and behaviour you demonstrate

Embracing Change: Openness to embracing change within the organisation and being able to adjust plans/activities accordingly.

Team Player: with excellent interpersonal skills, motivated by cooperating with a diverse mix of professionals and different cultures. Ability to build and maintain networks...

Innovative: Thinking creatively and outside of the box so that ideas generated create a positive outcome

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