Procurement Advisor at TechnoServe Kenya

Primary Purpose:

• The Procurement Advisor is responsible for the planning and implementation of all procurement, contracting, and disposal processes and activities within TNS(K). The Procurement Advisor  shall ensure that these processes and activities are undertaken in a timely and efficient manner and in accordance with TNS policy and professional best practices and ethical standards.

Duties and responsibilities

• Support program teams in developing annual procurement plans extracted from their annual budgets so as to ensure coordinated implementation which complies with donor requirements and TNS policy and procedures.
• Keep abreast with relevant government policies, proclamations, and regulations regarding supplies, procurement, importation, tax related issues and take the necessary steps to ensure that TNS remains compliant fully and continuously.
• Provide support, and guidance to staff on procurement methods and strategies and contract administration issues in line with donor requirements and act as a custodian of TNS policy and procedures.
• Plan and undertake formal procedures such as supplier pre-qualifications; calls for tender; requests for proposals and quotations, evaluation of supplier performance; etc. In consultations with user departments, establish a procurement evaluation committee to evaluate bids and act as secretary to the committees.
• Prepare and/or review contracts and agreements-including Local Purchase Orders-to ensure that the following are well defined: mutual contractual responsibilities and liabilities; specification for goods and service delivery levels; terms of payments; delivery locations and timelines; warranties and after-sale services; general and specific conditions attaching to contracts.
• Ensure that the relevant documentation and records for all procurements, contracting, and disposal activities are filed appropriately and accessible as necessary.
• Prepare regular and ad hoc procurement and contracting reports as may be required for donor reporting, auditing, and statutory compliance.
• Perform other relevant tasks assigned by the supervisor.

Required Skills, Knowledge, Experience and Abilities:

• Bachelor's Degree + 3 years’ experience or Master's Degree + 1 years’ experience in Procurement, Logistics, Business Administration, Finance, Law or other related field
• Membership of a professional body such as KISM, CIPS, or equivalent is an added advantage.
• Demonstrated working knowledge of USAID, DFID, and or EU procurement and contract procedures
• Demonstrated understanding of public procurement legislation, regulations, and procedures
• Understanding of web-based/app based procurement workflow systems.
• High level of organization and efficiency
• Clear and concise communication skills
• Strong analytical and financial analysis skills
• Well-developed computer skills in analysis, report writing, and presentation
• Fluent in reading, speaking, and writing in English

Success Factors

• Competency is a combination of knowledge, skills and abilities (KSAs) directly related to successful performance on the job.

Core Competencies include:

• Integrity and honesty: Is widely trusted; seen as a direct, truthful individual; presents truthful information in an appropriate and helpful manner; keeps confidences; admits mistakes; does not misrepresent himself or herself for personal gain.
• Team Work/ Relationships: Works co-operatively and flexibly with other members of the team with a full understanding of the role to be played as a team member and/or leader, to achieve a common goal.  Ability to build and maintain effective relationships and networks.
• Learning attitude: Proactively takes advantage of opportunities to learn. Actively identifies new areas for learning; applies and shares new knowledge and skill appropriately.
• Diversity/Inclusiveness: Demonstrates an understanding and appreciation for diversity and supports diversity efforts. Interacts effectively with and inclusively with people of all races, cultures, ethnicities, backgrounds, religions, ages, and genders.
• Communication: Expresses ideas effectively in individual and group situations. Listens effectively; shares information, ideas and arguments; adjusts terminology, language and communication modes to the needs of the audience; ensures accurate understanding; acts in a way that facilitates open exchange of ideas and information; uses appropriate non-verbal communication.
• Decision making/Problem Solving: Is able to analyze situations, diagnose problems, identify the key issues, establish and evaluate alternative courses of action and produce a logical, practical and acceptable solution.  Is able to make effective decisions on a day-to-day basis, taking ownership of decisions, demonstrating sound judgement in escalating issues where necessary.
• Results Oriented/ High Quality Deliverables: Stays focused on the efforts necessary to achieve quality results consistent with programmatic or departmental goals. Demonstrates the ability to achieve effective results; works persistently to overcome obstacles to goal achievement. Accomplishes tasks by considering all areas involved, no matter how small; showing concern for all aspects of the job; accurately checking processes and tasks.
• Planning & Time Management: Establishes a course of action for self and/or others to accomplish a specific goal. Effectively plans, schedules, prioritizes and controls activities; identifies, integrates and orchestrates resources (people, material, information, budget, and/or time) to accomplish goals. Prioritizes work according to the program or department’s goals, not just own job responsibilities; manages own time effectively.
• Business Acumen: The ability to use information, ask the right questions and take decisions that make an impact on the overall business performance.

Job Specific/Technical Competencies include:

• Innovative Mindset: Curious inquiries, asks questions and seeks out information from multiple sources, learns from mistakes, sees change as an opportunity.
• Computer Literacy: Demonstrates knowledge and ability to use specific computer programs or applications for own functional area. Has the ability to improve performance by integrating new and existing technology into the workplace.
• Compliance & Governance: Compliance with and knowledge of company policies, applicable legislation, grant requirements, donor contracts, the local labor code and tax laws.
• Internal Client Focus: Client Focus is based on the ability to understand the client’s needs and concerns in the short to long-term and to provide sound recommendations and/or solutions.