Director Supply Chain Management and Warehousing at New Kenya Planters Co-operative Union Plc

NKPCU/HRM/1 6 /202 4

• Terms of Service: Five (5) Years Contract
• (Renewable subject to performance and retirement age)
• Salary Scale: Kshs.237,137(Minimum) – Kshs. 363,887(maximum)
• Other remunerations: Based on prevailing Government guidelines
• Reporting to Managing Director

Duties and Responsibilities

• Spearheading the implementation of warehouse receipt management system;
• Developing and oversee implementation of relevant policies, guidelines and procedures on warehouse collateral management;
• Enforcing compliance with warehousing regulations, rules and standards;
• Custodian of the warehouse database;
• Spearheading inspection of warehouses and stocks from time to time to ensure compliance;
• Overseeing good physical condition of the warehouse and equipment;
• Liaising with other departments /divisions on administrative issues.
• Spearheading Monitoring and evaluating warehouse operations;
• Overseeing departmental staff performance appraisal is conducted
• To providing leadership and management of the Supply Chain Management department for timely and effective supply of goods and services.
• To aligning the procurement function to support the Institution goals, objectives and operations. To directing and manage the procurement process which includes planning of procurement, production, warehouse management, inventory control, logistics, distribution and disposal of goods to ensure accurate and appropriate inventories, timely delivery and cost effectiveness in accordance with Constitution of Kenya, PPADA 2015, PPADR 2020, Government Circulars and best practices.
•  Implementing approved changes from proposal which result in the efficient and effective procurement, warehouse and distribution program on a consistent basis.
• Formulating and implementing procurement and disposal procedures, develop, and manage short and long term strategies as needed across all Centres and for all departments.
• Spearheading design of a Companywide system to manage suppliers and reduce inventory turnaround time, evaluate the needs and effectiveness of all procurement, warehouse and logistics.
• Spearheading the entire procurement, warehousing and logistics processes, setting both the strategies and tactics in consultation with the
• Company management leadership.
• Ensuring cost reduction and process improvement in the procurement of services and materials.
• Managing the relationships between many different vendors and information technology systems to ensure the smooth flow of goods, works and services.
• Designing and implement an effective stores management system.
• Giving professional guidance and advice to the Accounting Officer and Institution management on all issues relating to procurement to ensure compliance and safeguard against potential breaches
• Providing administrative guidelines on interpretation and implementation of the Public Procurement and Disposal Act, 2015, and its regulations, 2020 and other procurement laws and policy documents that guide procurement.
• Spearheading and guide development of the Company’s annual procurement, disposal plans and budgets in compliance with the prevailing Public Procurement and Asset Disposal Act and regulation;
• Spearheading market surveys to ensure goods and services, compare the market prices to achieve value for money.
• Developing and reviewing procurement performance targets to ensure effective and efficient service delivery and compliance with statutory requirements;
• Formulating the supplies and procurement policies and strategies to guide on supply chain management methods and functions;
• Spearheading activities of tender processing negotiations, inspection and acceptance committee and the disposal committee; in line with the procurement and disposal Act
• Enforcing integrity and high professional supply chain management standards in accordance with the Procurement and Disposal Act.
• Coordinating the department in planning and directing resources to achieve departmental targets and objectives;
• Spearheading the development and implementation of the departmental work plan and budget in line with the overall strategic objectives and government performance contract;
• Mentoring and coaching staff in the department and other departments that fall within the supply chain process to ensure effective function of all the component, including the continuous monitoring and evaluation of the supply chain process;
• Spearheading quality monitoring of stocks in storage and liaises with relevant functions technical services department to ensure timely repairs of warehouses and grain handling facilities and machinery.
• Spearheading the financial and budget activities for maximum operational efficiency of the function.
• Enforcing effective communication between functions and other levels of management
• Spearheading implementation of warehousing receipting system
• Overseeing import/export logistics including generation of commodity distribution plan
• Preparing and presenting bid awards to the Accounting Officer for approval.
• Undertaking functions of the secretary to the Tender Evaluation Committee
• Preparing tender documents in accordance with the Public Procurement and Disposal Act, 2015 and coordinates the tendering process.
• Preparing and signing procurement professional opinions for presentation to the Accounting Officer.
• Ensuring custody of database of approved sources of supply and research into new and alternative sources for sustainable and effective flow of services to the Company.
• Signing procurement professional opinions for presentation to the Accounting Officer
• Files statutory reports to and from the Public Procurement and Regulatory Authority to comply with the Public Procurement and Asset Disposal Act.
• Certifies invoices and payment vouchers to suppliers to ensure integrity and high professional supply chain management standards.
• Spearheading Maintenance and update supply data base for ease of sourcing of various goods, works and services required in the Company.
• Monitoring and evaluates performance of systems in supply chain management for effective service delivery to achieve Company’s objectives.
• Interprets other laws and statutes that impact on supply chain management matters
• Building capacity of the organization in procurement management to ensure adherence and understanding of the Procurement Laws and regulations.
• Interpreting, implementing and enforce public procurement procedures and regulations for the Company in line with relevant regulatory requirement.
• Facilitating the implementation of contracts by suppliers and service providers to ensure that they meet their contractual obligations.
• Preparing and issuing rejection and debriefing letters to suppliers who do not meet set procurement standards by the Company
• Recommending various committees for appointment of suppliers by the accounting officer as required by the Public Procurement and
• Asset Disposal Act and other relevant regulations.
  • Providing information as required for any petition or investigation to debar a tender or contractor or any Investigation under review procedures.
  • Keeping updated on procurement matters through trainings and seminars organized by key stakeholders such as Kenya Institute of Supplies Management to represent the Institution and enhance work delivery.

Requirements

• At least Fifteen (15) years’ work experience five (5) years of which should been at a management level;
• Bachelors degree in any of the following disciplines; Supply Chain Management, Business Administration or Commerce (Supply Chain Management option), Procurement or equivalent qualification from a recognized institution
• Masters degree in any of the following disciplines: Supplies Chain Management, Commerce (Supplies Management option), Procurement or equivalent qualification from a recognized institution;
• Certificate in Leadership course lasting not less than four (4) weeks from a recognized institution;
• Membership of Kenya Institute of Supplies Management (KISM) or Chartered Institute of Purchasing and Supplies (CIPS) or any other recognized professional body;
• Proficiency in computer application;
• Demonstrated merit and ability as reflected in work performance and  results; and
• Fulfilled the provisions of Chapter Six of the Constitution.