Procurement Manager -Kenyan National Hire 224 views0 applications

JOB DESCRIPTION

Position: Procurement Manager

Grade: 9 (N)

Level: Manager

Division: Administration

Department: Administration

Location: Nairobi, Kenya

Primary Purpose

This position reports directly to the Administration Coordinator and oversees the Procurement Unit. This position directly supervises the Procurement Supervisor and indirectly supervises the Procurement Specialists and Procurement Officers ensuring they have the support and resources they need to effectively carry out their duties. The position is responsible for overseeing all aspects of procurement unit which include compliance with the policies, strategic planning, budget preparation, procurement planning, coordination and managing of procurement functions, vendor management, preparing procurement reports and supports the sub-offices of CWS Africa.

Supervision

This position directly supervises the Procurement Supervisors and indirectly supervises the Procurement Specialists and Procurement Officers.

This position reports directly to the Administration Coordinator.

Essential Duties

Management

1. Provides direct supervision, training, monitoring and feedback to the Procurement Unit.
2. Ensures the Procurement Unit SOPs are regularly updated and stored and training sessions on the same arranged.
3. Ensures Procurement Unit’s compliance with Fileserver organization and group email protocols.
4. Discovers profitable suppliers and initiates procurement partnerships that will benefit the organization.
5. Negotiates with external vendors to secure advantageous terms for the organization
6. Offers regional support to the Tanzania and South Africa offices at all times
7. Provides originality, initiative and good judgment in applying RSC policies to new and unusual problems.
8. Manages all procurement records ensuring their storage and update for audit purposes.
9. Manages timelines around Request for Proposals (RFP) to ensure professional and timely delivery of goods and services.
10. Actively involved in vendor management ensuring regular evaluations on the vendors is carried out and updating on the vendor list.

Budget

1. Supports the annual budgeting process by overseeing the costing out of items proposed in the budget.
2. Manages the element of procurement within the organizational budget.
3. Oversees the monthly projections of expected purchases.
4. Ensures monitoring of expenditure that relates to procurement. Compliance
5. Oversees all procurement activities and responsible for managing, coordinating and monitoring the supply chain function to ensure strict compliance with RSC SOPs, Cooperative Agreement and CFR 200.
6. Ensures development, implementation, dissemination, monitoring and adherence of Standard Operating procedures (SOPs) for procurement unit.
7. Conducts job function observations of procurement staff to ensure compliance is met and identify any areas of improvement or training needs.
8. Manages the co-ordination of procurement prequalification process of suppliers, ensuring vendor clearance/checks through System for Award Management (SAM check) for all vendors, KRA PIN checks for local vendors and all vendor forms are all in place.

Administration

1. Oversees in conjunction with the Property Unit, the reorder level of all stores supplies and ensures there are no stock outs.
2. Ensures and manages all procurement contracts and monitors that they are updated/renewed accordingly and is the custodian of all procurement contracts.
3. Conducts regular market surveys to determine the best price for quality goods and services.
4. Manages and monitors workload within the unit, prioritizes work assignment accordingly.
5. Prepares and reviews unit reports to ensure efficiency and accuracy.
6. Reviews invoices and all attached documents for payment to ensure accurate and timely payment to vendors by Accounts unit.
7. Acts as point person for staff inquiries relating to all things procurement.
8. Develops, facilitates, implements, monitors and reviews strategic plans and annual plans for procurement Unit.
9. Monitors the purchasing data in Sage ERP system.
10. Ensures preparation, submission and monitors VAT Exemptions in the IPMIS system.
11. Manages and reviews Pro 1Bs and other documents for international purchases to ensure accuracy in the IPMIS system.

Representation

1. Builds and maintains positive and effective relationships with Staff, Contractors and Vendors in a professional manner.
2. Acts as the point of contact via the RSC Africa Procurement mailbox and ensures that communication is professional, timely and proactive.
3. Manages and monitors the Procurement mailbox and ensures emails are filed in their respective folders.
4. Updates the purchasing procedures to ensure best practices and standards in all procurementprocesses.

Performance Management

1. Provides direct supervision and leadership to Procurement Staff, including yearly performance evaluations, developing job descriptions, participating in hiring and coordinating leave.
2. Manages the development and implementation of training modules for new procurement staff.
3. Provides regular feedback to procurement staff and manages facilitation of training, coaching and mentoring.
4. Manages and ensures establishment of performance expectations and on-boarding for procurement staff.
5. Manages and monitors procurement staff time and attendance.

Staff Care

1. Monitors and ensures a safe, healthy and professional work environment for the procurementunit.
2. Actively supports staff by promoting safe space, open-door policy and the escalation policy.
3. Ensures and manages working resources availed to staff in the procurement unit.
4. Ensures direct reports are accessing and using their benefits appropriately including leave.

Qualifications Education:

• Bachelor’s degree in administration, supply chain management, public administration, procurement or other related field.

• Diploma in Purchasing and Supplies Management is preferred.

Experience:

• Seven (7) years of paid work experience in Procurement is required.

• Five (5) years of work experience in an organization that adheres to US Government CFR 200 required.

• Two (2) years of work experience with 2 CFR 200

Knowledge/ Skills:

• Demonstrated excellent computer skills for Microsoft Word, Excel, Access and Outlook.

• Demonstrated strong organizational and time management skills.

• Strong written and verbal English skills.

• Working knowledge of Sage ERP System

• Working knowledge of the 2 CFR 200

Abilities

The Procurement Manager must have the ability to:

• communicate effectively both verbally and in writing;

• follow instructions with a positive and receptive attitude;

• deal effectively and courteously with a large number of associates, outside agencies, applicants and members of the general public;

• conduct oneself in a professional and courteous manner to represent the best interests of RSC Africa and CWS/IRP;

• maintain a high-performance standard with attention to detail;

• carry out all of the duties of the position efficiently and effectively with minimal supervision;

• take initiative;

• maintain strict confidentiality with RSC Africa administrative and operational information;

• manage a large and diverse workload under pressure with competing priorities;

• work well as a team in a multi-cultural environment while maintaining a high level of motivation;

• effectively manage RSC Africa’s resources;

• manage a large and diverse workload under pressure with competing priorities;

• actively participate in the implementation of the U.S. Government Operational Refugee Processing Program in Africa;

Physical requirements: This position requires bending, sitting, standing, walking, handling objects (manual dexterity), reaching above shoulder level, using fine finger movements and lifting/carrying light loads.

Working environment:

Normal office working conditions.

Special Requirements:

Certificate of Good Conduct issued within the first one year (12 months) is required before the start of employment. Employee will be entrusted with the receipt, custody and payment of money.