Job Purpose: The job holder is in charge of overseeing Powerhive East Africa’s procurement and logistics operations from establishing the procurement and logistics structures and through implementing related strategies in line with regulations governing the procurement and logistics practice within Kenya and East Africa region
Key Responsibilities and % of Time
Initiating procurement structures (10%)
Setting up the procurement function within PHEA
Developing the processes and procedures for the procurement function
Preparing procurement tools such as Request for Quotations, Purchase Requests, Bid Analysis Sheets.
Creating and updating the pricing list of most commonly used items for the company projects
Developing standard designs for bidding and tendering processes taking into consideration locally available resources and other regulations
Compliance (10%)
Working with vendors to ethically prequalify and set up framework agreements
Developing robust and appropriate contracts for supply of goods and services
Liaison with internal stakeholders to ensure compliance
Implementing proper control and monitoring procedures for the procurement and contracting processes
Responsible for ensuring the transparency and competitiveness of the company’s bids analysis and bidding and tendering processes
Ensuring effective internal control of assets, inventory and property management
Logistics (15%)
Developing and executing the logistics management processes
Managerial Support (15%)
Advising the management and staff on matters relating to procurement and logistics
Assisting the Financial Manager to ensure accurate and timely invoicing
Assisting the Financial Manager in scheduling and coordinating with vendors and subcontractors to ensure materials delivery is timely and meets the specifications agreed
Proactively building, developing and maintaining valuable relationships with key stakeholders, across businesses and other relevant bodies
Providing input into the business planning and budgeting process
Managing the purchasing processes (25%)
Providing recommendations on pricing, sourcing and specifications relating material, goods and services for the company in order to improve project quality
Negotiating terms and conditions for procurement contracts
Processing purchase orders for materials and subcontract labour
Locating vendors of materials, equipment, or supplies, and interview them in order to determine product availability and terms of sales
Managing the bidding processes and prequalifying tenders
Preparing and processing requisitions and purchase orders for supplies and equipment
Review purchase receipts, quotations, bids and proposals, evaluations and negotiations of all goods and services to ensure compliance procurement regulations
Preparing bid evaluation reports for consideration for award
Carrying out forward planning of procurement activity including reviewing tender event schedules
Documentation and Reporting (15%)
Preparing procurement and logistics reports for guiding management decisions
Maintaining records of goods ordered and received
Preparing reports regarding market conditions and merchandise costs
Establishing and maintaining records of all aspects associated with procurement and logistics
Managing Procurement Contracts (10%)
Negotiating terms and conditions for procurement contracts
Securing and analyzing quotations while negotiating prices and terms with suppliers, and recommending suppliers with respect to cost, quality and timely delivery competitiveness 10
Performing any other duties assigned
Key Relationships
Direct Reports to this Position
Local Procurement Officer
Customers of this Position
Accounts team
Suppliers
Contractors
Project teams
Customer team
Skills and Competencies
Procurement and logistics management using high-level ERP
Excellent communication, reporting and presentation skills
Sound judgement and decision making
Talent in negotiating and securing win win outcomes
Good networking skills
Good data collection and analyzing skills
Knowledge and Experience
A bachelor’s degree in Commerce/Business Management with a bias in procurement or any relevant field
A post graduate training and relevant certification by the Kenya Institute of Supplies Management – (CIPS, K)
A minimum of 7 years’ experience in a senior role
Excellent understanding of procurement laws within the East Africa region
Experience in an organization ofa similar capacity will be an added advantage
Proven ability and experience in handling a start-up procurement departments
Knowledge and experience in general accounting operations
How to Apply
Send CV in PDF to careers@powerhive.com by 11th May 2021
