KE - Senior Procurement Officer, National at Church World Service

Primary Purpose

• This position is primarily responsible for carrying out the purchasing and procurement functions of supplies, equipment and services. It ensures procurement of high-quality and cost-efficient supplies, equipment and services. The position is also responsible for maintaining purchasing records and facilitating accurate documentation to Finance .

Key Relationships
Internal to CWS

• Procurement Coordinator
• Procurement Manager
• Procurement Supervisor
• Other team members in the Finance, Administration and Program departments

External

• Vendors
• Customers
• Any other Partners in relation to his/her capabilities

Working Environment

• O ffice and/work from home environment .
• P eriodic travel to the field as may be required.

Responsibilities

Leadership 15%

• Engage in effective team management and supervision as per CWS expectations, including: ensure policies, procedures, and culture are understood and abided by; provide clear expectations, managing performance, yearly performance evaluations, and coordinating proper use of benefits; providing coaching and corrective action plans as needed; effective communication; maintaining accurate job descriptions; ensuring a safe and professional work place; and promoting safe-space, open door, and escalation policies.
• Under the guidance of the Procurement supervisor contribute to strategic planning conversations to set and achieve RSC Program goals.
• Provide input on quarterly and/or annual departmental staff and work projections, which contribute to Procurement annual budget.
• Identify processing gaps by regularly undertaking frontline processing activities, and then work to fill the identified gaps.

Procurement Administration 30%

• Participates in developing, facilitating, implementing, monitor and reviewing procurement plans.
• Ensures all approved quotations are captured in SAGE and approved LPOs sent to the vendors.
• Reviews invoices and ensures complete documentation (GRN, Invoice, Delivery Note, LPO) and submits to finance for payment.
• Prepares VAT and DUTY exemptions for Ministry of Foreign Affairs and Kenya Revenue Authority in IPMIS system.
• Support and work with the team to ensure there is a current market assessment and market surveys and price list is in place for various items is place.
• Participates in budget preparation by researching cost estimates of proposed items.
• In coordination with other departments establishes detailed requirements for office supplies, equipment and other goods and services required.
• Analyses incoming bids by coming up with a comprehensive analysis on the requirements of the bid for review by the committee meetings.
• Prepares the Request for proposal (RFP) reports for evaluation /tender committee’s review.
• Completes vendor forms and updates the scans and the vendor list on the fileserver.
• Ensures reconciliations for vendors by comparing invoices and payments.
• Coordinates and facilitates the vendor pre-qualification process
• Provide input/ideas and apply cost saving measures to ensure program sustainability.
• Manages the flow of complete procurement documents between the departments.
• Issuing purchase orders/Contracts.
• Overseeing contract fulfilment; and providing support to the procurement Officers and other departments within the organization who are involved in procurement.
• Responsible for training CWS employees on how to use the purchasing system and issuing directives on how to purchase specific items.
• Work with the procurement Officers to ensure that we have supply chain visibility through reporting and end to end procurement tracking

Representation 10%

• Assists in conducting market research to capture the current cost, evaluate offers from vendors and negotiate better prices.
• Liaises with vendors to create realistic delivery schedules and compare actual deliveries in order to evaluate vendor performance and responsiveness.
• Builds and maintains positive working relationships with all members of staff, and contactors both within and outside CWS Africa

Compliance 30%

• Manages the supply chain function at CWS which includes procurement of goods and services in a cost-effective, timely and transparent manner in line with CWS Polices, Co-operative Agreement and 2 CFR 200
• Responsible for managing all updated procurement contracts, coordinate and monitor the supply chain function to ensure compliance with procurement policies and practices and donor requirements.
• Ensures procurement records are accurate, up to date and in compliance with donor policies.

Data management 10%

• Tracks vendor invoices and utilities on the procurement excel spread sheet.
• Regularly updates the Note Verbal excel sheet.
• Tracks orders to ensure timely deliveries.

Additional Roles and Responsibilities 5%

• Performs any other duties as assigned to improve the operations of CWS Africa

Experience
Qualifications

• Five (5) years’ experience in procurement or with similar administrative responsibilities
• Experience in the non-governmental sector preferred.

Skills

• Demonstrated excellent computer skills for Microsoft Word, Excel, Access and Outlook Working knowledge of SAGE and 2 CFR 200
• Demonstrated strong organizational and time management skills
• Strong written and verbal English skills

Education & Certifications

• Bachelor’s Degree or equivalent in Business Administration, Supply Chain Management, Public Administration, Procurement or other related field or four (4) years of paid work experience in lieu of a bachelor’s degree is required
• Diploma in Purchasing and Supplies Management is preferred
• Membership of professional body such as KISM, CIPS etc. required

Abilities

• Manage large and diverse workload under pressure with competing priorities.
• Communicate effectively both verbally and in writing.
• Follow instructions from the Supervisor with a positive and receptive attitude.
• Deal effectively and courteously with many associates, outside agencies, applicants and members of the general public.
• Maintain the integrity of official records.
• Analyse and solve complex problems and make sound decisions.
• Work with minimal supervision
• Maintain a high-performance standard with attention to detail.
• Work independently and contribute to overall operations of RSC Africa.
• Conduct oneself in a professional and courteous manner to represent the best interests of RSC Africa and CWS/IRP.
• Carry out all of the duties of the position efficiently and effectively with minimal supervision.
• Take initiative.
• Maintain strict confidentiality with RSC Africa administrative and operational information.
• Work well as a team in a multi-cultural environment while maintaining a high level of motivation.
• Effectively manage RSC Africa’s resources.
• Actively participate in the implementation of the U.S. Government Operational Refugee Processing Program in Africa

Important Requirements

• Strong English communication skills, both written and oral.
• Commitment to diversity, equity, and inclusion and willingness to support CWS’ Platform on Racial Justice as a CWS employee required