Procurement Coordinator at World Wide Fund for Nature (WWF) Kenya

Main Purpose and Scope of Role

Under the direct supervision of the Operations Manager, the Procurement Coordinator will take a leadership role in executing effective and efficient procurement, ensuring values and competencies in maintaining transparency, integrity and compliance with established rules and regulations of WWF-Kenya and the respective donor regulations.
The position will contribute to developing and delivering a leading Sustainable Procurement approach and improving general procurement practices.
This position will also be responsible for leading the development and implementation of key procurement strategies that include the creation and evaluation of formal request for proposals, negotiating contracts, supplier relationship management and seeking out new opportunities to support WWF-Kenya’s plans.

Roles and responsibilities

Procurement Management & Support

• Manage the entire process in the planning of procurement activities, ensuring effectively-functioning processes to avoid costly delays based on projects’ procurement plans;
• Keep effective lines of communication between the Project/Programme Managers and the procurement team to ensure priority requirements, timely delivery of goods, works and services using the WWF-Kenya procurement procedures and guidelines;
• Lead full compliance of procurement activities with the WWF-Kenya’s Procurement Manual and Donor’s Regulations;
• Implement effective internal control, proper design and functioning of a client-oriented procurement management system for projects and related reporting requirements;
• Ensure effective use of internal Standard Operating Procedures in Procurement, control of workflows, continuous business monitoring and improvements in systems and processes;
• Manage and monitor all transactional procurement including tendering processes, evaluation, contracting, contract management, legal considerations, payment conditions, contractors performance evaluation and risk assessment; this will include preparation of appropriate procurement documentation leading to the approval of Purchase Orders and contracts;
• Review quarterly procurement status report for all purchases and share the Report with the Head of Finance & Operations and Project Managers;
• Review procurement guidelines and manuals to streamline, standardize and improve integrity of procurement processes including e-procurement;
• Provides specialist advice, guidance and service on best procurement practice to staff; and builds the capacity of WWF-Kenya in procurement risks based identification, assessment and management;
• Supports project managers in developing realistic procurement budgets and advises on market changes in prices of regular products;
• Undertakes regular spend, supply markets and savings analysis;
• Produce regular reports on procurement performance and performs in-depth analysis including spend analysis, procurement lead times, savings secured and wastage analysis;
• Provides technical support on matters relating to procurement in accordance with statutory requirements and procedures;
• Undertake market research and surveys on a regular basis;
• Prepares tender documents and ensures effective tendering process management including planning, strategic sourcing and category management, risk management, and project management.

Supplier Management

• Manages key supplier relationships and third party service providers to deliver breakthrough performance in cost, service and quality, including technical input to negotiations on strategically significant contracts;
• Develops, maintains and manages a supplier base that serves the procurement needs of WWF-Kenya, develops and implements strategies to evaluate and improve Supplier performance in terms of on time delivery, quality specifications, waste and cost reductions;
• Lead on procurement related negotiations with suppliers to ensure savings are achieved, and value for money and efficiencies are secured for WWF-Kenya.
• Evaluate potential suppliers using developed and agreed criteria to support alignment and understanding of the expectations and requirements of engagement;
• Monitor and report on the performance of selected vendors to ensure timely delivery in line with contractual obligations and performance metrics and ensure deactivation/blacklisting of non performing vendors or vendors that deliver substandard goods;
• Manage outward communication to vendors to facilitate understanding and awareness of organizational strategic direction, changes and challenges;
• Manage the interaction between vendors and internal teams to provide adequate visibility of interdependent initiatives and program activities;
• Liaise with procurement vendors to review, report on and revise contractual agreements as necessary;
• Monitor initiation of vendor enlistment process; review checklist, vendor evaluation, vendor documentation for vendor selection processes and maintain updated Approved Vendor List (AVL)
• Ensure enterprise-wide needs for due diligence, risk assessment and continuous vendor monitoring are being accomplished;
• Tracking, measurement, reporting and evaluation of vendor performance and ensure yearly vendor deactivation and/or delisting process;
• Ensure Bridger checks are done for all Vendors and Consultants;
• Troubleshoot all vendor problems and present to management as required.

Leadership and People Management

• Provides leadership to the procurement staff across the Organization.
• Liaises with People & Culture in carrying out staff training needs assessments and recommends training programs to address performance gaps.
• Maintains staff discipline and ensures effective handling of staff grievances in consultation with People & Culture unit;
• Perform any other duties as may be assigned.

Key Skills/ Competencies

• Project Management and projects procurement skills
• Tender management and sourcing skills
• Negotiation Skills.
• Analytical and interpretative problem solving skills,
• High personal integrity and good work ethics
• Excellent Leadership and management skills
• Excellent knowledge of procurement & Disposal policies and procedures
• Demonstrated ability to conceptualize, plan and implement strategic initiatives within the context of conservation, natural resource management, international development, and/or other related fields.

Experience:

• 5 years’ experience with at least 3 years’ at management level in driving a procurement function with projects procurement and contract management.
• Procurement experience with responsibility for delivering procurement benefits including value for money.
• Demonstrated experience in financial budgeting and strategy; business evaluation and advice, risk management and corporate governance, managed statutory requirements.

Qualifications:

• Degree in Business Administration, Commerce, Procurement or Supply Chain Management
• Relevant professional qualification in Procurement and or Supply Chain Management (CIPS qualification or equivalent is preferred)
• Registered member of a professional body governing the procurement profession such as KISM or CIPS