The Procurement Specialist is responsible for the procurement of goods and services and supporting improvement in logistics and procurement functions.
Key Tasks.
Under the overall supervision of the Head of Operations;
Develop, facilitate, implement, monitor and review procurement plans
Manage the supply chain function at IPPF which includes procurement of goods, works and services
Responsible for managing all procurement contracts, coordinate and monitor the supply chain function to ensure compliance with procurement policies and practises and donor requirement
Procure all materials and equipment ordered in a cost-effective and transparent manner in line with ARO and donor specific policies
Liaise with suppliers to create realistic delivery schedule and compare actual deliveries in order to evaluate supplier performance and responsiveness
Ensure that all order request purchase orders are tracked from point of planning and request through to final receipt. Regularly review update and share the databases and trackers to his/her supervisor
Prepare the request for proposal (RFQ) and ITB relevant documents and reports for tender committee review
Participate in evaluation of bids and proposal and make sure the bids evaluation report technical evaluation, minutes of negation’s and negotiated contract in selection of consultants contain all the facts and information required to justify the recommendation made in the reports
Ensure that proper procurement systems and procedures that ensure strict adherence to set policies under the overall finance and administration rules for the Regional Office and Sub-Offices
Maintain a database on all procurement activities for Regional Office and Sub-Office and ensure purchases assets are registered in the inventory databases.
Maintain and update suppliers list using the Supplier registration form
Coordinate and facilitate the supplier pre-qualification process
Ensure procurement files are accurate and records are in compliance to Procurement manual and donor policies, filing systems is properly established all soft copies and hard copies of procurement files and accessible and manageable by stakeholder
Review Invoices and attached supporting document and submit for payment of suppliers to finance on a timely manner
Review Invoices and attached supporting document and where necessary to submit for tax exemption request to Head of People, Culture & Administration.
Responsible for ensuring that IPPFAR travel policies and procedures are well understood and followed.
In coordination with Administration establish detailed requirements for office supplies, equipment and other goods required (for workshops and meetings)
Ensure that requisite quotes are obtained from the list of approved suppliers and ensures that such purchases are adequately supported by LPOs, Invoices and Delivery notes
Ensure all approved quotations are captured into the ERP in time and that LPOs raised are sent to the selected suppliers
Ensure all suppliers/service providers invoices are scrutinized, recorded and promptly accounted for into the ERP
To build and maintain positive relationships with all members of staff, and contractors both within and outside the Federation
To undertake any other reasonable duties as may be requested by the supervisor.
Person Specification
Competencies
Professionalism: Knowledge of (related field). Demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns. Takes responsibility for incorporating gender perspectives and
ensuring the equal participation of women and men in all areas of work.
Team work: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
Planning & Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.
Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.
Accountability: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.
Education
• Post graduate degree in any of the following: – Commerce, Business Administration, Finance, Economics, Procurement and Supplies Management, or their equivalent qualification from a recognized institution
• Postgraduate diploma in Purchasing and Supplies (CIPS)
• Membership of Kenya Institute of Supplies Management will be an added advantage 3) Work Experience
• Five (5) years relevant practical procurement experience
• 8 years relevant experience in procurement and/or financial management, administration preferably in an NGO.
• Understanding of the local market, local legislation related to contracts, suppliers, contractors and business requirements and tax regulations, legal aspects of contracting and contract management.
• NGO experience preferred with thorough understanding of institutional donors’ policies relating to procurement
• Forecasting; Project management; Logistics information systems; Business strategy; Supply and inventory management Supply and demand planning.
Languages
English and French are the working languages of the ARO. For this post fluency in English (both oral and written) is required. Knowledge of French is desirable. (Knowledge of Portuguese is an advantage.)
Assessment Evaluation of qualified candidates may include a desk review and/or an assessment exercise which may be followed by competency-based interview.
Other Requirements
Competent working in a multicultural environment.
Willing to work outside standard office hours as required.
