Procurement Coordinator at Fairtrade International

DUTIES & RESPONSIBILITIES

Procurement Planning and Strategy

• Develop and implement procurement plans based on administrative and programmatic needs and budget allocations.
• Collaborate with programme managers, finance, and operations teams to forecast procurement needs.
• Ensure procurement activities comply with donor regulations, organisational policies, and legal requirements.
• Work with the Finance Manager and Project managers to determine procurement needs, quality and delivery requirements.
• Work with the finance manager to build a robust contract management system for All procurement contracts.

Supplier Management

• Identify, evaluate, and establish relationships with reliable suppliers and service providers.
• Conduct market research to assess price trends, availability of goods, and supplier capabilities.
• Negotiate contracts, terms, and pricing to achieve cost savings and ensure value for money.
• Maintain and update a database of pre-qualified suppliers and vendors.

Procurement Process Execution

• Prepare and issue purchase orders, request for quotations (RFQs), and tenders.
• Evaluate supplier bids and proposals based on quality, cost, delivery timelines, and compliance with Fairtrade Africa standards.
• Ensure all procurement documentation (contracts, purchase orders, invoices) is complete and accurately recorded.
• Monitor delivery timelines, inspect goods upon receipt, and co-ordinate with relevant departments to verify quality and quantity.

Compliance and Risk Management

• Ensure that all procurement activities adhere to donor regulations, ethical standards, and anti-corruption policies.
• Identify and mitigate procurement risks, including fraud, conflict of interest, and supplier non-performance.
• Maintain proper documentation and audit trails for transparency and accountability.

Budget and Cost Control

• Work closely with finance teams to align procurement expenditures with organisational budgets.
• Track and report on procurement expenditure and cost savings initiatives.
• Optimize procurement strategies to achieve financial efficiency while maintaining quality.

Stakeholder Engagement

• Collaborate with internal teams (programme, operations, finance, administration) to ensure timely and accurate procurement.
• Engage with external stakeholders, including regulatory authorities, and industry networks, to stay informed of procurement best practices.

Reporting and Record Keeping

• Maintain accurate procurement records, including purchase orders, supplier agreements, and receipts.
• Prepare and submit procurement reports for management and donor reviews.
• Support internal and external audits by providing necessary documentation and reports.

KNOWLEDGE, EXPERIENCE AND SKILLS

Qualifications

• Bachelor’s degree in Procurement, Supply Chain Management or a related field.
• Professional Certification Chartered Institute of Procurement and Supply (CIPS) qualifications or the Certified Professional in Supply Management (CPSM).
• Must be a member of the Kenya Institute of Supplies Management (KISM)

Experience and Knowledge

• 5+ years of experience in procurement or a similar position.
• Strong understanding of international trade laws, import regulations and logistics.
• Proficiency in procurement software and ERP Systems.
• Ability to multi-task and work in a fast-paced environment.

Skills

• Excellent negotiation, communication and supplier management skills.
• Strong problem-solving abilities and attention to detail.
• Strong communication and negotiation skills.
• Good analytical and strategic thinking skills.
• High level of integrity, accountability, and professionalism.
• Ability to manage multiple tasks and work under tight deadlines.
• Team player with strong interpersonal skills.