Assistant Procurement Officer at Flexi-Personnel

JOB PURPOSE:

• The individual will provide both technical and administrative support in the day-to-day implementation of procurement activities by ensuring that goods and services are procured in a timely and cost-effective manner and are availed to user departments in the right quality and quantity. They will serve as the main contact between internal customers and external suppliers.

KEY ROLES AND RESPONSIBILITIES:

• Process all approved purchase requisitions, submit to prospective suppliers and expedite responses for the same.
• Coordinate travel arrangements for staff and programme guests by making hotel reservations and bookings.
• Provide administrative support in planning and compiling documentation for the Procurement Committee.
• Receive and evaluate the quotations submitted by proposed vendors, make recommendations and process local purchase orders (LPO).
• Provide support in preparing tender documents and floating tenders out to vendors/suppliers.
• Provide administrative and technical support in negotiating, preparing and implementing vendor contracts.
• Updating of the vendor database in the financial management system and provide inputs in the preparation of Procurement reports.
• Provide support in disposal of assets declared either obsolete/no more annually or biannually.
• Provide the necessary documentation in support of an up to date and accurate record of all procurement processes.
• Participate in the mentorship and coaching initiatives as per the agreed plans.

EDUCATIONAL QUALIFICATIONS AND CAREER EXPERIENCE:

• A minimum of a Bachelor’s Degree in procurement or a related field from a recognized institution.
• Must have attained a minimum CIPS Level 5 and an active Member of KISM.
• Minimum of 3 years of experience in procurement, preferably in a donor funded environment.
• Demonstratable experience in the use of E-procurement platforms and a very strong proficiency in the use of MS Office applications.
• Experience working for research organizations is an added advantage
• Experience handling bulk procurement projects.

Core Competencies:

• Demonstrated high levels of integrity and confidentiality.
• Excellent interpersonal, verbal and written communication skills.
• Ability to work with diverse teams and build strong relationships with staff and suppliers.
• Ability to deliver quality outputs within strict timelines.
• Strong analytical, negotiation, planning and administrative skills.