Field Office : Procurement Associate at Innovations for Poverty Action (IPA)

Reporting To: Finance / Procurement Manager

Start Date: ASAP

Duration: 12 Months

Eligibility: Position open to local Kenyan hires only

About the Role: The Procurement Associate under the general supervision of the Finance / Procurement Manager and within the limits of Innovations for Poverty Action-Kenya policies and procedures, helps coordinate and facilitate the procurement field activities, functions and processes.

Below is a list of some of the general duties and responsibilities of the Procurement Associate to be carried out as needed according to the determination of the Finance / Procurement Manager.

Duties and Responsibilities

• Coordinate Supply Chain
• Seek to provide an enabling supply chain environment that meets the utility of time form, place and possession.
• Supervise procurement and delivery of goods and services (to include consultants) required by IPA and ensure compliance to IPA procurement policy.
• Oversee the general implementation and continuous refinement of IPA’s procurement systems by contributing to any procurement policy updates to include identification of controls that will reduce/eliminate opportunities for Fraud
• Coordinate with IPA’s clearing agents to ensure proper and expedient import and export from overseas and within East Africa
• Manage relationships with IPA’s suppliers within Kenya and outside, including quality control of all goods and services purchased (on-site visits in Kenya and remote assisted overseas)
• Coordinate and supervise IPAK Invoice register.
• Act as main contact with IPA Legal on all supplier contractual matters.
• In charge of all IPAK service agreements, annual special supplier contracts, track them and ensure timely renewal on expiry.
• Act as “Liaison officer” to the procurement committee.
• Manage the pre-qualified supplier database, to include vetting, addition and removal of suppliers upon approval by Country Director (CD).
• Manage all Leases
  • New Field office set-up; selection of appropriate sites, coordinate with admin and IT in setup – procuring furnishes, network cabling etc. lease negotiations.
  • Lease tracking to ensure rental costs are accrued to projects monthly.
  • Act as main contact with Legal on all lease contractual matters; new leases, renewals, notices etc.
  • Maintain Asset / Inventory register
  • Coordinate the issuance of IPAK assets / Inventories and document the same via the IPAK asset / inventory register as per set monetary threshold.
  • Update the register for any status changes for each inventory to include disposals, project transfers, loss or damage.
  • Alert the FPM and CD on any IPAK property misuse, loss/theft.
  • Ensure all Assets/Inventories that meet set monetary value are placed under insurance with a credible service provider.
• Team Management;
  • Supervise, mentor and develop the procurement assistants to ensure their annual objectives are synchronized the department with a target to contribute to IPAK long term objectives.
    Archiving;
  • Ensure all procurement related files are securely and accurately filled to facilitate ease of retrieval on demand.
• Reporting
  • Together with Finance department, submit a monthly report on supplier aged balances to the FPM and CD for review at close of each financial month.
  • Submit a quarterly supplier service report to the FPM and CD, to include supplier performance data, complaints and any supplier deviations from agreed terms.
  • Any other duty as maybe assigned.

Qualifications and Experience

• Degree in Procurement and/or supply chain management.
• A postgraduate degree in the same field, though not a prerequisite, will be an added advantage.
• Higher/Advanced diploma in procurement and/or supplies chain management or its equivalent.
• An active member of the Kenya Institute of supplies Management, additional CIPS (K) certification will be a strong added advantage.
• Demonstrated knowledge of the Public Procurement & Disposal Act (PPOA) plus Federal acquisition regulation(FAR)
• At least 5 years of work experience in supplies.
• Previous experience in providing remote support is highly desirable
• Flexible, motivated and ability to persistently drive issues to closure
• Ability to operate in a dynamic environment and communicate with various levels of staff.
• Strong work ethic, team player and demonstrated experience in supervising junior staff.
  ability to maintain a high degree of integrity & professionalism in performing assigned responsibilities. a current certificate of good conduct from the CID shall be expected.
• Good spoken and written English is essential
• Well organized and keen to detail
• Strong computer skills in Microsoft packages, including Word, Excel, and Outlook