Procurement Officer at Salaries & Renumeration Commission

Job Summary

This position reports to the Assistant Director, Procurement and is responsible for provision of support to ensure timely, efficient and cost effective procurement of goods and services in compliance with the Public Procurement and Disposal Act and Regulations.

Duties and Responsibilities

• Coordinate inspection of supplies against specification and samples given to ensure the commission only receives and pays for goods that meet the specifications set.
• Participate in the compilation of annual procurement plan for the commission through the consolidation of needs from user departments, to ensure all needs for user departments are captured and addressed and in line with SRC work plan and budget.
• Prepare and respond to various supplier correspondence.
• Carry out market surveys and research to inform continuous improvement initiatives for the supply chain function.
• Sensitize staff on the application of procurement manual for the commission.
• Manage data of all records of purchased goods including their costs, deliveries and inventories.
• Record minutes during tender and procurement meetings to ensure information is captured and used to advice the procurement process in line with the commission policies and procedures, and the Public Procurement Act.
• Manage all procurements through IFMIS.
• Prepare all relevant documents and forward to accounts to facilitate payment of suppliers for goods or services ordered for, to ensure timely delivery of goods and services to the commission for the support of the commission operations.
• Raise goods receipt vouchers to assist in the verification of the invoice sent by the supplier to the commission for payment purposes to ensure the commission only pays for what has been supplied to the commission.
• Prepare procurement quarterly reports to provide information on the purchase process for the commission, to facilitate the preparation and implementation of strategies to fill the identified gaps.
• Prepare and evaluate quotations and submit the report to the head of procurement to assist in the selection of the most competitive quote, for the commission to earn value for money in the procurement process.
• Ensure use of implementation of updated list of pre-qualified suppliers or contractors to supply and provide various services and goods.
• Ensure that the store is well organized to enhance easy access to goods, efficient utilization of space, and easier administration of the store operations that safety security management.
• Issue goods to users as per the requests in a timely manner and as per the specifications raised by the user departments, to ensure minimal disruptions to the operations of the commission.
• Monitor stock levels and determine re – order levels to minimize on overstocking and understocking, to support cost management and operational efficiency for the commission.

Minimum Qualifications and experience:

• Bachelor’s degree in Commerce, Purchasing and Supplies Management option or related from a recognized university.
• Diploma in Purchasing and Supplies Management from Chartered Institute of Purchasing and Supplies (CIPS) or Kenya Institute of Supplies Management (KISM).
• Member of Kenya Institute of Purchasing and Supplies Management (KISM).
• 3 years of service in a comparable position from a reputable organization.

Key competencies

• Demonstrated Computer Literacy.
• Knowledge of IFMIS system.
• Knowledge of Public Procurement and Asset Disposal Act, 2015.
• Good knowledge in Public Procurement.
• He/she must be a person of integrity, demonstrate excellent interpersonal and communication skills and be a team player.
• Meets the requirements of Chapter Six of the Constitution.