Procurement Officer - Head Office at National Council of Churches of Kenya (NCCK)

(REF: PO-HO)

MAIN PURPOSE OF THE JOB

This position is responsible for ensuring all Council supplies and procurement needs are effectively met

FIELD OF DUTIES AND RESPONSIBILITIES

Job Objectives:

• Responsible for the overall management of inventories of all stores and sub stores.
• Ensure that proper procurement processes are known, clear and adhered to in the unit.
• Responsible for maintaining inventories at the levels set by the management ensuring that there is no overstocking or stock outs.
• To establish reorder levels for all stocked goods.
• To ensure that no goods expire without being detected and returned to the vendors.
• Responsible for proper receipt of material as per the terms and conditions of the purchase orders.
• Responsible for timely processing of all invoices for the material received.
• Responsible for issuing to all staff and respective departments, ensuring complete customer and staff satisfaction.
• To ensure that purchase requisitions are raised in time so that the material can be procured at the right time.
• Responsible for the stocks of all consignment items, maintaining records of their receipt, issue, consumption details and processing of internal requisition, Local Purchase Orders and invoices.
• To organize physical stock verification in all stores at the stipulated time periods to ensure that inventory is equal to physical inventories.
• To generate MIS reports about the performance of each department and communicate to the reporting officer regarding the same.
• To formulate and implement departmental standard operating protocols, policies and procedures.
• Responsible for purchase of operational supplies and various services in accordance with the established specifications and industry / statutory norms, without compromising on price, quality, delivery timelines and payment conditions.
• Performing to the budgets and meeting all deadlines.
• Provide and seek necessary technical information with regard to product sourcing, vendors and possible substitutes so that they can make informed decisions for value added purchases.
• Prepare request for proposals, request for quotations and purchase orders for material procurement in a scheduled and prioritized manner.
• Evaluate and maintain the approved list of suppliers and vendors for procurement.
• Liaise with suppliers/logistics dept. for all shipments and coordinate with end user departments for timely flow of information for planning the operations accordingly.
• Maintain pricing records and cost analysis for current future strategies.
• Payment follow up schedule to ensure timely payments to suppliers, detect for not meeting the service standards (delay), and effectively manage/ reduce procurement cycle time and procurement costs.
• Development and implementation of new procedures for reducing the turnaround time for procurement.
• Ensuring to complete quality documentation through the team members (soft and hard copies) for procurement of materials.
• Develop and build contacts in the local markets and as well out-side the region. 
• Develop and maintain effective & productive working relationships with key business managers across the organization as well as suppliers/vendors.
• Liaison between company and peer organizations, communicating various issues and troubleshooting and resolving problems.
• Ensure all procedures, policies and shortage awareness is thoroughly understood by subordinates.
• Manage teams with clearly defined objectives to produce outstanding results.
• Any other job that wlill be given from time to time

JOB SPECIFICATION AND OTHER INFORMATION RELATED TO THE JOB

Level of Education/Academic Qualification

• At least Secondary School Education (KCSE). 

Specialised Training/Professional Qualifications

• Degree/ Diploma in Supply chain management /Procuremen

Competencies/Abilities/Skills Required

• Supervisory skills
• Excellent negotiation skills
• Analytical skills
• High levels of integrity and confidentiality 

Relevant Job Experience

• Must have worked in a similar position for at least three years