Manager: Warehousing and Inventory at Kenya Bureau of Standards

Department: Supply Chain
Division: Warehousing & Inventory
Section / Unit: Purchasing and Inventory
Location / Workstation: Kenya Bureau of Standards head office, Popo Road, Off Mombasa Road

Job Purpose

The job holder is responsible for coordination and supervision of all store’s functions ensuring the right goods are delivered and stores are replenished on time.

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

• Develop and communicate inventory management policies and procedures.
•  Prepare quarterly reports on procurement of goods, services and works from headquarters
  and all regions for decision making.
• Approve all stores requisitions for replenishment and new purchases.
•  Facilitate periodic checks on the quantities of materials held in stock.
• Coordinate periodic and annual stock audits and stock takes.
•  Carry out annual stock verification.
•  Work with stores officers and promote good employee relations and safety practices in
  accordance with the Health & Safety Policy.
• Coordinate internal monitoring and evaluation of the supply chain function.
• Compare prices of goods, works and services from different suppliers
•  Ensure the ACCPAC system is running efficiently in stores.
•  Review compiled inventory reports to determine the quantity, type and value of materials and
  equipment and stock in hand and present to senior managers
•  Follow up suppliers on late deliveries.
•  Act as alternate Secretary to Disposal committee.
•  Participate in Opening and Evaluation of Tenders and Quotations
•  Undertake the day to day supervision of the stores staff and services to deliver a customer
  focused service in accordance with KEBS procedures.
• Analyse patterns of issues and inventory levels of existing stock.
•  Ensure proper management of stores and availability of stock.
•  Manage the use of all equipment servicing, repair and maintains inventory, and replenishment
  for accountability.
•  Ensure that recommended payments are made in accordance with the terms of contract.
• Develop key performance indicators to measure the effectiveness of the inventory
  management operations.
•  Provide comprehensive management information and in-depth analysis for forecast and
  budget.

Job Dimensions:

Financial Responsibility:

• Participates in development of budgets

Responsibility for Physical Assets;

• Responsible for physical assets assigned by the institution.

 Decision Making:

• Monitor subordinates work performance
•  Appraises/evaluates subordinate’s performance
• Make decisions using standard operating standards.

 Working Conditions:

• Works predominantly within the office, however,
•  Exposed to computer glare.
• Uses a variety of body positions on the job including standing or sitting for long periods of
  time.
• Moves around warehouses.

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

Academic Qualifications

• Bachelor’s degree in Procurement and supplies, Procurement and logistics, Commerce,
  Business Administration (Supplies Management option),Economic or other relevant
  qualification
• 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,
•  Management Course lasting not less than four (4) weeks from a recognized institution;
•  Relevant management systems auditor/assessor.
• Fulfilment of chapter six of the constitution of Kenya.

Previous relevant work experience required.

• At least eight (8) years relevant work experience out of which three (3) years’ experience in a supervisory
  capacity.

Need to know: Attributes:

• Computer proficient
•  Public Procurement Act andRegulations
•  Public Procurement Oversight Authority
  guideline
•  Sage ACCPAC and IFMIS
•  QMS Auditing Skills
• Analytical skills
• Organisational skill

Quality Management System

•  Interpersonal skills
• Time management
• Communication skills
• Leadership skills
• Team player
• Attention to details