Position Title: Procurement Supervisor
Reports To: Procurement Manager
Division: Immigration & Refugee Program+ (IRP+)
Job Location: Nairobi, Kenya
Grade Level: Grade 7, Supervisor, National
This position reports to the Procurement Manager. This position directly supervises the Senior Procurement Officers and indirectly supervises the Procurement Officers ensuring they have the required resources to perform their duties. This position is responsible for the procurement, planning, organizing, and supervising the procurement functions of supplies, equipment and services. It is also responsible for maintaining good relations with suppliers and ensuring accurate documentation to Finance in accordance with the CWS Standard Operating Procedures and supports the CWS Africa sub-offices
This position is primarily responsible for carrying out the purchasing and procurement functions of supplies, equipment, and services. It ensures procurement of high-quality and cost-efficient supplies, equipment, and services. The position is also responsible for maintaining purchasing records and facilitating accurate documentation to Finance.
This position supervises Senior Procurement Officers and indirectly supervises Procurement Officers.
This position reports directly to the Procurement Manager
- Supports the annual budgeting process by costing out items proposed in the budget. Manages the element of procurement within the organizational budget.
- Prepares the monthly projections of expected purchases.
- Monitors expenditure that relates to procurement.
- Supervises all procurement activities and responsible for managing, coordinating and monitoring the supply chain function to ensure strict compliance with CWS SOPs, Cooperative Agreement and 2 CFR 200.
- Ensures development, implementation, dissemination, monitoring and adherence of Standard Operating procedures (SOPs) for procurement unit.
- Conducts job function observations of procurement staff to ensure compliance is met and identify any areas of improvement or training needs.
- Co-ordinates 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.
- Determines in conjunction with the Property Unit, the reorder level of all stores supplies and ensures there are no stock outs.
- Responsible for managing all procurement contracts and ensuring they are updated/renewed accordingly and is the custodian of all procurement contracts.
- Conducts regular market surveys to determine the best price for quality goods and services. Analyzes potential vendors and suppliers for future needs of CWS and evaluates vendor performance and responsiveness.
- Prepares and sends out the Requests for proposals (RFPs) and arranges for all committee meetings for bids review process.
- Monitors workload within the unit and prioritizes work assignments accordingly. Prepares and reviews unit reports to ensure efficiency and accuracy.
- Reviews invoices and all attached documents for payment to ensure accurate, complete documentation and timely payment to vendors by Accounts unit.
- Acts as point person for staff inquiries relating to procurement.
- Develops, facilitates, implements, monitors and reviews strategic plans and annual plans for procurement Unit.
- Captures purchasing data in Sage ERP system.
- Ensures preparation, submission and monitors VAT and DUTY Exemptions to Ministry of Foreign Affairs and Kenya Revenue Authority in the IPMIS system.
- Prepares, reviews Pro 1Bs and other documents for international purchases to ensure accuracy in the IPMIS system.
- Ensures quarterly reconciliations of all purchases made and vendor payments.
- Builds and maintains positive and effective relationships with Staff, Contractors and Vendors in a professional manner.
- Acts as the point of contact via the RSC Africa Procurement mailbox and ensures that communication is professional, timely and proactive.
- Supervises the Procurement mailbox and ensures emails are filed in their respective folders. Updates the purchasing procedures to ensure best practices and standards in all procurement processes.
- Provides direct supervision and leadership to Procurement Staff, including yearly performance evaluations, assisting with job descriptions, participating in hiring and coordinating leave.
- Develops and implements training modules for new procurement staff.
- Provides regular feedback to procurement staff and facilitates training, coaching and mentoring. Ensures establishment of performance expectations and on-boarding for procurement staff.
- Monitors procurement staff time and attendance.
- Monitors and ensures a safe, healthy and professional work environment.
- Actively supports staff by promoting safe space, open-door and the escalation policy.
- Ensures working resources are availed to staff in the procurement unit.
- Ensures direct reports are accessing and using their benefits appropriately including leave
- Bachelor’s Degree or equivalent in Business Administration, Supply Chain Management, Public Administration, Procurement or another related field required.
- Diploma in Purchasing and Supplies Management is preferred
- Membership of a professional body such as KISM, CIPS etc.
- Seven (7) years’ experience in procurement or with similar administrative responsibilities
- Demonstrated excellent computer skills for Microsoft Word, Excel, Access and Outlook
- Working knowledge of SAGE and 2 CFR 200
- Demonstrated strong organizational and time management skills
- Strong written and verbal English skills
- Manage large and diverse workload under pressure with competing priorities. – Maintain the integrity of official records. – Analyse and solve complex problems and make sound decisions. – Work with minimal supervision – Maintain a high-performance standard with attention to detail; – Work independently and contribute to overall operations of RSC Africa. – Actively participate in the implementation of the U.S. Refugee Admissions Program (USRAP). – Strong English communication skills, both written and oral. – Ability to work in a multi-cultural environment required. – Commitment to diversity, equity, and inclusion and willingness to support CWS’ Platform on Racial Justice as a CWS employee required
- COVID Vaccination is strongly recommended for all successful candidates
- The candidate should be of good health, willing and able to travel extensively in often difficult conditions and have a high degree of flexibility. Must have proof of Yellow Fever vaccination before traveling for RSC Africa.
- This position is based in Nairobi, Kenya.
- This position always requires use of laptops, competence in Microsoft office packages is required.
- This position may require travel in sub-Saharan Africa on short notice and under sometimes difficult conditions to meet demands of a dynamic operational program
- Background check which includes references, and an educational and criminal check is required before the start of employment for international applicants.
- A valid passport and the ability to maintain a valid passport throughout the entire appointment is required, which includes having enough passport pages for travel.
- Physical: This position requires bending, squatting, crawling, climbing, kneeling, sitting, standing, walking, pushing/pulling, handling objects (manual dexterity), reaching above shoulder level, using fine finger movements, and lifting/carrying heavy loads.
- Environmental: Incumbents in this position will be exposed to excessive noise, marked changes in temperature and/or humidity, dust and infectious diseases, harsh weather climates, long work hours, bumpy roads, extended travel, excessive sun exposure, and non-ventilated spaces.
- Full Time
- All employees should be prepared to work from the CWS office within their location of hire. Remote work arrangements may vary depending on location and the governing rulings regarding the COVID-19 pandemic
- Job City Nairobi