ASSISTANT PROCUREMENT OFFICER-APO 152 views0 applications

CARE International in Kenya is looking for a well-organized and highly motivated individuals who are result-oriented to fill the positions mentioned below.

JOB SCORE:

CARE has a commitment to gender, equity and diversity in our workplace and operations. CARE respects and values diversity and does not discriminate on the basis of race, sex, gender identity, sexuality, ethnicity, age, disability, religion or politics. This is reflected in our recruitment decisions which are made entirely through a transparent, merit-based selection process. All CARE staff are required to comply with the Code of Conduct and Prevention of Sexual Exploitation and Abuse (PSEA) policies. CARE is committed to protecting the rights of the communities whom we serve, and therefore reserves the right to conduct background checks and other screening procedures to ensure a safe, dignified work environment

JOB SUMMARY & PURPOSE:

Perform procurement activities ensuring adherence to the CARE International Procurement policy and procedures. Procurement goods and services are to be done in a timely and accurate manner.

This position will handle the noncomplex, routine procurement requests such as stationery, tickets, furniture, hotel conference services, and vehicle hire etc. The position will be supervised by the Procurement Officer

Tasks and responsibilities.

R 1: Verification of purchase requests (PRs)

Task

Upon receipt of approved Purchase Request (PR), verify that the PR for completeness and accuracy per policy requirements, ensuring that specifications provided are adequate to facilitate sourcing of required goods and services

R 2: Determining the solicitation process to be used

Task

Evaluate the PR budget provided to ascertain the procurement threshold and the appropriate solicitation method. (Direct purchase, open quotation process, sealed quotation process)

R3: Engage vendors for requests for quotations (RFQs)

Task

Dispatch requests for quotations to approved vendors providing accurate specifications and closing date for quotation submission. For direct purchase, obtain a proforma invoice or single quote from a vendor. For competitive bidding, obtain minimum of three quotes. Ensure that the vendors are requested to provide the delivery period and price validity.

R4: Evaluate vendor quotes and provide award justification

Task

From the three quotes received, compile a summary bid analysis (SBA) and provide justification for the vendor to be awarded based on best value for money. Submit the SBA for approval.

R5: Prepare Purchase Order and Contract where required

Task

Once the SBA is approved, prepare a purchase order correctly filling in the relevant details on item(s) description, quantities, price per unit, total price and total contract value. Where an additional contractual document is required, ensure all the contractual terms are well documented/captured.

AUTHORITY:

· Spending Authority: Not Applicable

· Supervision: None

· Decision Making: General

CONTACTS/KEY RELATIONSHIPS (internal & external):

Procurement Officer

Administration Officer

Finance Department

Assistant Country Director Program Support

Country Director

WORKING CONDITIONS:

The position will primarily be based in Nairobi but will be called upon to support the assessment of possible vendors based in the field depending on location of programs/projects.

QUALIFICATIONS:

· Education: Diploma in purchasing and supplies from Certified Institute of Purchasing and Supply (CIPS)

· Experience: 2 years

· Competencies: Sufficient knowledge and experience in us of Microsoft Applications especially MS Excel and MS Word.

TECHNICAL SKILLS:

· Ability to liaise with other technical departments on procurement related issues

· Ability to assess costs and devise better ways of cost control

· Ability to plan and prioritize and review priorities as needed

· Good communication and interpersonal skills