Procurement and Logistics Assistant at FilmAid

Job Purpose

Provide support, coordination and implementation of the Procurement and Logistics functions of FilmAid Kenya.

Essential functions:

The Procurement and Logistics Assistant fulfills the following functions;

• PROCUREMENT:
  • Receiving quotation requests from the different locations and coordinate purchases requirements from user departments;
  • Sourcing of quotes from pre-qualified suppliers – based on the specifications on quotation requests received;
  • Compile data contained in quotations, proposals and bids to determine which supplier can deliver the required goods /services at the best terms and lowest costs possible;
  • Circulation of quotes, bids and proposal for evaluation and convene procurement meetings;
  • Participate in the evaluation of quotes and selection of vendors during the procurement committee meetings;
  • Take notes and circulate for review and obtain signatures from all members of the Procurement Committee and subsequent approval by the authorized official;
  • Finalize purchase orders and contracts for approval by Administration Manager;
  • Receive approved Purchase Requests and prepare and dispatch Local / International purchase Orders as needed and follow up to ensure timely delivery;
  • Keeping track of procurement of goods and services and tenders in progress and generating status reports;
  • Receiving goods/ supplies and cross checking with LPOs & ensuring all supplies received are as per PO and the proper working of equipment and signing delivery notes;
  • Support to resolve issues/problems related to delivered goods, prepare and sign Return to Vendor forms for unacceptable and /or damaged goods received;
  • Support the teams during the development of procurement plans;
  • Maintain relevant internal database and files, keep track of any procurement contractual agreements;
  • Research, maintain and present information from variety of external sources on sources of supply, vendor by community etc.
• LOGISTICS:
  • Asset tagging of items received before issuance to the end of user and ensuring the purchased items get to the receiving office;
  • Coordinate for shipping of procured items to the field location – this includes dropping of the items to the airport for dispatch in coordination with admin;
  • Ensure the Nairobi office vehicles are serviced in good time – sourcing for quotes from pre-qualified suppliers and following through to ensure the service is completed;
  • Coordinate the repair and maintenance of damaged assets and in collaboration with the Logistics & Asset Management Officer and the Admin Manager.
  • Perform other duties related to this position as assigned by supervisor.

Qualification & Requirements

• Diploma in Procurement or Supply Chain Management;
• Good working knowledge of government procurement and disposal procedures and laws particularly the Public Procurement and Disposal Act, 2005 and Regulations, 2006;
• Minimum of two years’ experience in a procurement and supplies office in a reputable organization.
• A member of a recognized procurement professional body (KISM) is an added advantage.
• Holder of a valid Kenyan driving licence;

Skills & Competencies

• Excellent knowledge and understanding of procurement policies and processes.
• Impeccable integrity and honesty.
• Good communication both verbal and writing skills.
• Good planning, analytical and organization skills.
• Good public relations and negotiation skills
• Proficient in Ms Office applications such as Ms Excel, Ms Word and in particular.
• Ability to handle multiple projects simultaneously to meet goals and deadlines.
• Uphold and respect procurement ethics and to conduct activities with integrity.
• Attention to detail and a high degree of accuracy and be willing to work long hours when required.
• A team player who demonstrates patience, flexibility and honesty.
• Must be a person who is market oriented, cost consciousness and quality mindedness.
• Must be a person with excellent interpersonal skills and able to work with minimum supervision.
• Prudent in resource use and management.
• A self-starter, who is able to plan and manage his/her own work, takes initiative and strives to meet deadlines.