Procurement Manager at Shelter Afrique

Overall purpose

The Procurement Manager will be responsible and accountable for the delivery of all procurement and disposal related activities in accordance with the organization’s procurement and disposal policies and procedures. Leads operational assessments, including supply chain management and purchasing. Serve as the procurement specialist and will be responsible for developing and standardizing operations processes and systems in accordance with guidance and directives.

Duties and Responsibilities

Key responsibilities will include:

Responsibilities

• Provide procurement support, advice, guidance, and oversight
• Proactively coordinate the tendering process for both goods and services, ensuring that the process follows best practice and SHAF’ tender policies.
• Support in the bid’s Evaluations/ analysis for all purchases(goods/services)
• Carry out price surveys and maintain price list for routinely purchased items from preferred vendors and ensure prices charged by the suppliers are the market prices.
• Ensure SHAF supply chain procedures are adhered to while purchasing goods/ services required by SHAF.
• Coordinate the procurement of the purchased goods/services
• Ensuring all specifications in the purchase requisitions are captured in the requests for quotations and subsequently in the purchase order and that the delivered goods conform to the requester’s specifications.
• Work with the procurement committee as per SHAF Procurement & Disposal Policy to source for suppliers who are not in the prequalification list.
• Coordinate with the Procurement & Disposal team on procurement planning and budgeting ensuring all the unit needs are captured and taken care of
• Ensure the turnaround time for purchase requisitions is as per the shared Procurement & Disposal policy and in conformity with customer needs.
• Maintain up to date records for all procured goods and services, including approved budgets and supporting documentation: purchase requisitions, quotations, bid evaluations, purchase orders, and related documents.
• Assist in communicating changes in the Procurement & Disposal policies to both Internal and external customers and responding to audit queries on time.
• Submitting VAT Exemption applications to Ministry of Foreign Affairs and KRA.
• Liaise with the SHAF legal team to ensure compliance with all applicable laws and policies in the preparation of Service Contracts and Service Level Agreement (SLAs) and service contracts.
• Assist in the drafting framework agreements and other related agreements for preferred suppliers.
• Participate in preparing prequalification documents and appraising prequalified suppliers.
• Carry out supplier evaluations periodically.
• Coordinate vendor performance management review using the approved institutional tools and participate in decision making based on the evaluation.

Qualifications

• Masters’ degree in Science in Purchasing& Supply Chain Management from a recognized University or an equivalent qualification.
• 9 years working experience in a busy procurement environment and at least 4 years in a DFI would be desirable.
• Professional qualifications in Purchasing and Supply Chain Management, preferably from CIPS
• Computer proficiency (Email, Internet, Word, Excel, Access or other data-base management, knowledge of automated Supply Chain Software’s would be an added advantage.)
• Membership with recognized professional bodies like CIPS and KISM
• Language proficiency (English and/or French) native and proficiency in the other.
• Solid understanding of the concepts, principles, and practices governing international procurement, with the ability to translate concepts into operational work, strategic sourcing, contract management, etc.
• Excellent interpersonal skills, flexibility, and ability to work in teams in a multi-cultural environment.
• Ability to deal sensitively and diplomatically with internal/external contacts at all levels; work independently, prioritizing work, taking initiative, and solving problems; adapt to changing business needs by continuous learning/training.
• Recognized ability to exercise good judgment and in handling confidential and sensitive information.
• Demonstrate ability to function under time pressure and handle multiple tasks in a fast- paced environment of changing priorities, with initiative and resourcefulness