Head of Procurement at The Brand Kenya

Ref: BKB/HR/HPRC/06/2016-2017
Reporting to the Chief Executive Officer, the Head of Procurement responsible for developing and formulating Brand Kenya Board’s procurement policy and ensuring timely delivery of goods, services and work to the Board.

Key Duties & Responsibilities:- 

The following are the key responsibilities and duties for this position

1. Operational Responsibilities / Tasks

• Maintain and update annually, standing lists of registered suppliers require by Brand Kenya Board;
• Prepare, publish and distribute procurement and disposal opportunities including invitation to tender, pre-qualification documents and invitations for expression of interest;
• Co-ordinate the receiving and opening of tender documents;
• Maintain and safe guard procurement and disposal documents and records in accordance with the Public Procurement and Asset Disposal Regulations;
• Propose the membership of evaluation committee to the accounting officer for approval;
• Co-ordinate the evaluation of tenders, quotations and proposals;
• Recommend negotiating team for appointment by the accounting officer where negotiations are allowed by the Act and these regulations and participate in such negotiations;
• Prepare and publish notices of award and notices of tender acceptance;
• Prepare contract documents, in line with the award decision;
• Prepare and issue rejection and debriefing letters;
• Prepare contract variations and modification to documents;
• Maintain and archive documents and records of the procurement and disposal activities for the required period;
• Provide information as required, as required, for any petition or investigation to debar a tenderer or contractor or any investigation under review procedures;
• Implement the decisions of the evaluation and disposal committee, including coordinating all activities of these committees;
• Act as a Secretary to the Evaluation Committees;
• Liaise with the Public Procurement Regulatory Authority and other bodies on matters relating to procurement and disposal;
• Prepare and submit to the Public Procurement Regulatory Authority reports required under the Act, its related Regulations and guidelines of the Authority;
• Monitor contract management by user departments to ensure implementation of contracts in accordance with the terms and conditions of the contracts;
• Report any significant departures from the terms and conditions of the contract to the head of the procuring entity;
• Recommend the delegation of a procurement or disposal function to another procuring entity by the head of the procuring entity whenever a need arises;
• Prepare consolidated procurement and disposal plans;
• Advise the procuring entity on aggregation of procurement to promote economies of scale;
• Co-ordinate internal monitoring and evaluation of the supply chain function;
• Carry out periodic market surveys to inform the placing of orders or adjudication by the relevant award committee;
• Conduct periodic and annual stock taking;
• Certify the invoices and payment vouchers to suppliers;
• Approve extension of the tender validity period;
• Verify that the available stock levels warrant initiating a procurement process;
• Carry out any other functions or duties as may be provided under the Act or these Regulations and any other functions that might be stipulated by the Authority;
• Develop and execute risk management strategy for all the risk factors affecting the procurement function;
• Ensure Departmental compliance with the relevant ISO standard and procedures of the Board; and,
• Any other duties incidental thereto

1. Managerial / Supervisory Responsibilities

• Lead the department by budgeting, planning and directing resources to achieve targets and objectives;
• Build a highly effective team, by leading, managing and motivating staff and by directing and coaching them where appropriate, so that they achieve excellence in delivery.
• Ensure performance measures are designed to evaluate performance of the procurement function against the Board’s strategic plan;
• Ensure timely and comprehensive reporting is done on work undertaken on a monthly, quarterly or annual basis including for performance contracting;
• Take responsibility for the reports emerging from the procurement function and all documentation sent to the Director and the CEO.
• Play a senior leadership role in bringing along the internal community within Brand Kenya Board to support the delivery of targets and goals by developing effective and strategic interpersonal and interdepartmental relationships; and,

III. Decision Making:

• Makes strategic, operational and financial decisions for the section
• Plans the work of subordinates
• Assigns work to subordinates
• Monitors subordinates work performance
• Appraises/evaluates subordinates performance

Minimum Qualifications:-

• Bachelor’s degree in Supply Chain Management or its equivalent from a recognized University.
• At least seven (7) years’ experience in Procurement three (3) of which should be in managing a busy organization’s procurement department preferably within the public sector;
• Post Graduate Diploma in Procurement and Supplies Management.
• Professional membership to Kenya Institute of Supplies Management or its equivalent.
• A valid practicing license from Kenya Institute of Supplies Management (KISM).
• A Masters degree in Supply Chain Management or related field from a recognized university is an added advantage

Key Competencies:

• Excellent analytical, communication and interpersonal skills,
• Demonstrable understanding of Public Procurement and Asset Disposal Act 2015;
• Enterprise Resource Planning (ERP) User skills
• Ability to maintain confidentiality of privileged information and to ensure absolute discretion and sensitivity to confidential matters