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.
Supervision
This position reports directly to the Procurement Supervisor.
Essential Duties
Manages the supply chain function at CWS which includes procurement of goods and services in a cost-effective, timely and transparent manner in line with CWS Polices, Co-operative Agreement and 2 CFR 200
Ensures all approved quotations are captured in SAGE and approved LPOs sent to the vendors
Reviews invoices and ensures complete documentation (GRN, Invoice, Delivery Note, LPO) and submits to finance for payment
Manages the flow of complete procurement documents between the departments
Assists in conducting market research to capture the current cost, evaluate offers from vendors and negotiate better prices
Tracks vendor invoices and utilities on the procurement excel spread sheet
Prepares VAT and DUTY exemptions for Ministry of Foreign Affairs and Kenya Revenue Authority in IPMIS system
Regularly updates the Note Verbal excel sheet
Participates in budget preparation by researching cost estimates of proposed items
Analyzes incoming bids by coming up with a comprehensive analysis on the requirements of the bid for review by the committee meetings
Prepares the Request for proposal (RFP) reports for tender committee review
Completes vendor forms and updates the scans and the vendor list on the fileserver
Ensures reconciliations for vendors by comparing invoices and payments
Participates in developing, facilitating, implementing, monitor and reviewing procurement plans
Responsible for managing all updated procurement contracts, coordinate and monitor the supply chain function to ensure compliance with procurement policies and practices and donor requirements
Liaises with vendors to create realistic delivery schedules and compare actual deliveries in order to evaluate vendor performance and responsiveness
Coordinates and facilitates the vendor pre-qualification process
Ensures procurement records are accurate, up to date and in compliance with donor policies
In coordination with other departments establishes detailed requirements for office supplies, equipment and other goods and services required
Tracks orders to ensure timely deliveries
Builds and maintains positive relationships with all members of staff, and contactors both within and outside CWS Africa
Performs any other duties as assigned to improve the operations of CWS Africa
Qualifications
Education:
• Bachelor’s Degree or equivalent in Business Administration, Supply Chain Management, Public Administration, Procurement or other related field required
• Diploma in Purchasing and Supplies Management is preferred Experience:
• Five (5) years’ experience in procurement or with similar administrative responsibilities
Knowledge/ Skills:
• 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
Abilities The Procurement Officer must have the ability to:
• Communicate effectively both verbally and in writing;
• Follow instructions from the Supervisor 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;
• Actively participate in the implementation of the U.S. Government Operational Refugee Processing Program in Africa;
