Manager: Supply Chain Services at Kenya Bureau of Standards

Grade: KS 4

Ministry /Corporation: Kenya Bureau of Standards

Directorate/Division Managing Director

Department: Supply Chain

Division: Supply Chain Service

Section / Unit: Services

Location / Workstation: Kenya Bureau of Standards head office, Popo Road, Off Mombasa Road

Job Purpose

The job holder manages and facilitate procurement of goods, equipment, services and works for KEBS.

Key Responsibilities / Duties / Tasks

Managerial / Supervisory Responsibilities

• Participate in development of the Department’s Work plan and budget.
• Participate in the implementation of the performance management system in the section.
•  Coordinate staff and ensures all activities in the procurement department run as scheduled by establishing process of setting targets within department and work towards their achievement.
• Coordinate regular meetings with staff and user departments to discuss department’s performance and resolve any issues in procurement process.
• Mentor and coach departmental staff.
• Oversee day-to-day management; control the operations within department, including deployment of staff and physical resources.
•  Identify training needs for the departmental staff.
•  Participate in committee meetings as appropriate.
• Prepare and submit all monthly, quarterly and annual reports for the department.

Operational Responsibilities / Tasks

•  Ensure verification of all procurement and disposal activities are done in accordance with thePublic Procurement Act and KEBS manual and policies.
•  Secretary to Disposal committee.
•  Prepare and advertise Tenders.
• Approve purchase orders.
• Analyse patterns of sales and inventory levels of existing stock in the stores.
• Offer technical advice and works with Evaluation committees as required by the Public Procurement Act, Regulations and KEBS manual and policies.
• Coordinate and participate in the opening and evaluation of Quotations, Tenders, Proposals and Expressions of Interest.
• Carry out Market Analysis to get the best deals for equipment, goods and services being procured.
• Pre-qualify suppliers in order to identify suppliers who can supply quality goods and services,in the correct quantities at the right time.
• Evaluate suppliers to measure their performance.
•  Oversee implementation of the procurement Quality Management System.
•  Issue procedures and manuals to department staff.
•  Address all customer and staff issues to ensure smooth operations and good working relations between staff, user Departments and Suppliers.
•  Attend Negotiations as required by the Public Procurement Act.
•  Oversee preparation of Quarterly Reports on procurement from headquarters and all regions.

Job Dimensions:

Financial Responsibility:

• Development of budgets
• Approval of budgets, expenditures, LPOS, LSOs and expenses.
•  Monitor expenditures.

Responsibility for Physical Assets

• Responsible for physical assets assigned by the institutions.
• Provides oversight for the physical assets in the department.

Decision Making:

• Makes strategic, operational and financial decisions.
• Monitor subordinates work performance.
• Plans the work of subordinates
• Assigns work to subordinates.
• Appraises/evaluates subordinates’ performance.

 Working Conditions:

• Works predominantly within the office.

Job Competencies (Knowledge, Experience and Attributes / Skills).

Academic Qualifications

• Bachelor’s degree in Supply Chain management, Purchasing and Supplies or equivalent,
• Relevant Master’s Degree.

Professional Qualifications / Membership to professional bodies

• Post graduate diploma in Purchasing and Supplies.
•  Member of KISM and/or CIPS and in good standing.
• Previous relevant work experience required.
• At least eight (8) years relevant work out of which three (3) years’ experience in a supervisory capacity.

Need to know: Attributes:

• Computer proficient
•  Public Procurement Act and Regulations
•  Public Procurement Oversight Authority guideline
•  Sage ACCPAC and IFMIS
• Project Management

 Interpersonal skills

• Time management
•  Communication skills
•  Leadership skills
•  Team player
•  Attention to detail
•  Negotiation Skills
• Management Skills
• Corporate governance
• Strategic Skill
•  HR for Non HR Managers
• Finance for non-finance managers
•  QMS Auditing Skills
• Analytical skills
•  Organisational skill
•  Quality Management System
• Creativity
•  Innovation
• Proactive