Procurement Assistant at Mhasibu Savings and Credit Cooperative Society Limited

JOB PURPOSE

• Responsible for efficiently and ethically managing the acquisition of goods and services, ensuring compliance with policies and regulations, cost-effectiveness, and the establishment of transparent and accountable procurement processes.

MAIN RESPONSIBILITIES OF THE JOBS

• Purchase order processing, inventory management and disposal as per policy.
• Assist in negotiating contracts and agreements with vendors to ensure favorable terms and discounts.
• Develop and implement procurement requirements and plans aligned with Sacco’s needs in consultation with other departments.
• Prepare and issue tender documents and evaluate bids and proposals in collaboration with relevant user departments.
• Assist in managing contracts with suppliers and monitor supplier performance and ensure compliance with contractual terms.
• Identify and mitigate potential risks associated with the procurement process.
• Ensure compliance with procurement policies and procedures, anti-corruption and ethical standards, relevant laws, and regulations.
• Maintain accurate and up-to-date records and database of vendors and procurement transactions.
• Communicate effectively with internal stakeholders and external vendors.
• Uphold high ethical standards and integrity in all procurement activities and ensure fairness, transparency, and accountability in the procurement process.
• Work within budget and ensure cost-effectiveness and provide input for budget planning related to procurement activities.
• Conduct research on market trends, pricing, and product availability and make recommendations.
• Records Management.
• Marketing and selling of society products and services and
• Any other lawful duties that may be assigned from time to time.

KNOWLEDGE, SKILLS, AND EXPERIENCE

• Minimum level of academic qualification, skills and knowledge required to perform effectively in the role:
• A bachelor’s degree in a relevant field such as Procurement, Supply Chain Management, Business Administration, or a related discipline.
• Successful candidates will be required to meet the requirements of Chapter 6 of the constitution of Kenya by obtaining the necessary documentation. Minimum level of professional qualification required to perform effectively in the role:
• Professional certifications in procurement, such as Chartered Institute of Procurement & Supply (CIPS) or the Kenya Institute of Supplies Management (KISM),
• A Member of a relevant professional body is an added advantage. Minimum months or years of experience required to have to be appointed to the position:
• Minimum 2 years relevant experience and in a in a similar position.

KEY PERFORMANCE INDICATORS

• Value for money for all procurement
• Compliance with the budget
• Reduction in procurement costs or the cost
• Adherence to procurement policies, regulations, and timelines,
• Evaluation of the performance of suppliers based on ratings and feedback,
• TATs on sourcing and tendering process, negotiating, and finalizing contracts.
• Effectiveness of identifying and mitigating procurement-related risks
• Procurement planning and reporting

SKILLS & COMPETENCIES

• Knowledge of Public Procurement and Asset Disposal Act 2015, procurement rules and regulations and on all phases of procurement techniques and operations used in contracting a diverse range of goods and services.
• Knowledge of contract law and expertise in handling complex contract issues
• Knowledge in quantitative methods to measure supplier capacity systems and ability to identify sources of supply and market trends.
• Planning and organizing skills.
• Good knowledge of the financial services industry and the regulatory framework.
• Excellent report writing and oral communication.
• Objective judgement and decision making
• Critical thinking and problem solving
• Proficiency in ERP systems and Microsoft office
• Working knowledge of procurement tools/software
• Team player with good interpersonal skills