Head of Procurement at United States International University - USIU Africa

Job Purpose:

• Reporting to Deputy Vice Chancellor Finance & Operations, the Head of Procurement is responsible for providing strategic leadership and oversight of the University’s procurement and supply chain management function. The role ensures that all procurement activities are conducted in an efficient, transparent, cost-effective, and compliant manner in line with the University’s Procurement and Asset Disposal Policy and applicable regulatory frameworks.
• The position oversees the acquisition and disposal of goods, works, and services, while fostering strong stakeholder relationships, promoting best practices, and ensuring value for money across all University operations.

Key Responsibilities

Procurement Planning and Operations

• Oversee and streamline the processing of purchase requisitions and purchase orders (including electronic procurement systems) to ensure timely and accurate procurement.
• Ensure procurement activities are aligned with approved budgets, plans, and institutional priorities.
• Monitor procurement cycles to enhance efficiency and service delivery across departments.

Policy, Compliance, and Governance

• Develop, review, and enforce procurement policies, standard operating procedures, and guidelines in line with regulatory requirements and best practices.
• Ensure full compliance with the University’s Procurement and Asset Disposal Policy and applicable legal frameworks.
• Maintain audit-ready procurement systems, documentation, and records.

Strategic Sourcing and Cost Management

• Develop and implement sourcing strategies that drive cost reduction, cost containment, and quality assurance within the supply chain.
• Lead supplier negotiations to secure favorable pricing, terms, and extended credit facilities where appropriate.
• Promote value-for-money principles in all procurement decisions.

Vendor Management and Supplier Relations

• Oversee supplier identification, evaluation, prequalification, and performance management processes.
• Build and maintain strategic relationships with key suppliers to ensure reliability and quality of goods and services.
• Conduct due diligence and risk assessments on vendors to mitigate procurement risks.

Tendering and Contract Management

• Manage and oversee the tendering process, ensuring fairness, transparency, and adherence to university policies.
• Ensure appropriate contracting for high-value and high-risk procurements, including consultancies and capital projects.
• Monitor contract performance and compliance with agreed terms and conditions.

Inventory and Asset Management

• Provide oversight on inventory control systems and stock management practices.
• Ensure periodic and annual stock-taking exercises are conducted and variances addressed.
• Advise on optimal stock levels to balance operational efficiency and cost control.

International Procurement and Logistics

• Coordinate procurement from international vendors, ensuring compliance with import regulations and applicable laws.
• Liaise with clearing agents and relevant authorities to facilitate timely clearance of goods.

Financial Stewardship and Controls

• Advise departments on procurement budgets, utilization, and variances.
• Promote controlled purchasing practices, including minimizing the use of petty cash for procurement.
• Ensure verification of supplier invoices to support timely and accurate payment processing.

Risk Management and Advisory

• Identify emerging procurement risks and trends and provide strategic advice to University management.
• Implement risk mitigation measures across procurement processes and supplier engagements.

Capacity Building and Continuous Improvement

• Lead continuous professional development and training initiatives for procurement staff.
• Promote adoption of best practices, innovation, and continuous improvement within the procurement function.
• Conduct market research and disseminate insights to support informed decision-making.

Academic & Professional Qualifications

• Master’s Degree in Procurement & Supply Chain Management, Business Administration, Finance, or a related field.
• Bachelor’s Degree in Procurement & Supply Chain Management or a related discipline.
• Professional certification (e.g., CPSP, CIPS, KISM or equivalent).
• Membership in a recognized professional procurement body.
• Proficiency in ERP and e-procurement systems.

Experience

• Minimum of seven (7) years’ relevant experience in procurement and supply chain management, preferably within a large institution or university setting.
• At least three (3) years in a senior procurement leadership role.
• Demonstrated experience in managing complex procurement processes, including tendering and contract management.