Procurement Officer at Aga Khan Foundation

KEY RESPONSIBILITIES 

General Procurement:

• Receive and verify documents for requisition of services to ensure adherence to procurement policies and guidelines
• Maintain a procurement schedule/tracking tool aligned to the various work plans
• Source for quotations from pre-qualified suppliers and negotiate for best prices and value
• Prepare comparative bid analysis with recommendations & justification and facilitate approval
• Raise LPOs in Business Central (online platform) for approval and issue the same to vendors /suppliers
• Receive and verify the goods supplied to AKF and ensure that invoices received reconcile to purchase orders and matching receipts to purchase orders
• Compile documentation to support payment of goods and services rendered to AKF
• Generate various procurement reports as guided
• Develop appropriate systems, policies and procedures for the management of AKF’s assets, and maintain an asset register for the same.
• Maintaining good supplier relations and negotiating contracts
• Reviewing, comparing, analysing, and approving products and services to be purchased
• Working with the Property Manager on all property procurements for various AKDN agencies.
• Working on the tendering process for various property requirements i.e., land valuation, lease renewals, repairs, and maintenance that may arise within AKDN agencies
• Review Uganda and Tanzania team procurement requests and contracts before signing off by the Regional Chief Executive Officer.
• Regularly review the procurement process, identify gaps, and make improvements.
• Following and enforcing AKF’s procurement policies and procedures.
• Coordinating Greenhouse Gast Emissions data collection and reporting for Kenya, Tanzania, and Uganda.

Procurement for Consultancies

• Review Terms of Reference, and RFPs, advertise and receive proposals for various consultancies
• Pre-screening proposals submitted for various consultancy services
• Taking lead in the evaluation of proposals and selection of consultants for various projects.
• Contract drafting and management including follow ups on progress as well as invoices.
• Supporting with payments for various consultants.

General Insurance:

• Under the guidance of the supervisor, facilitate Insurance of AKF assets in line with the asset management policy
• Facilitate preparation, submission and follow up payment on general insurance claims
• Prepare insurance premium schedules and follow up with all stakeholders to ensure the timely payment of the same and continuous reconciliation of the statements
• Issue property insurance invoices for AKDN agencies and submit the same to the Regional Property Manager /department for follow-up on payment
• Coordinate yearly AKF Kenya Vehicle valuation process. Work alongside various stakeholders to ensure on time renewal of vehicle insurance.
• Ensure timely payments of insurance premiums

Travel, Accommodation & Transport Services:

• Source for flight and accommodation quotations and, in consultation with the traveler, facilitate reservations accordingly and in line with AKFEA procurement guidelines
• Where applicable or as may be required, source for ground transport or driver services
• Reconciliation of invoices and payment of vendors in BC

The requirements

• University degree in Business Administration or equivalent
• Diploma in purchasing and supply from CIPS. A holder of CPA (1) will be an added advantage.
• Computer applications in Excel, Word and in particular Oracle i-Procurement and Oracle Purchasing
• At least five years Work experience in a similar or equivalent job.
• High level of integrity
• Good interpersonal skills

Required Skills and Competencies:

• Adaptable, flexible, able to take initiative and prioritize among competing demands
• A good team player with strong interpersonal skills, outgoing personality, and ability to work independently and effectively under pressure and on strict deadlines and in a multicultural setting
• Excellent knowledge of computer applications
• Excellent oral and written communications skills in English and Swahili
• Adherence to AKF’s values and safeguarding policy.

Interested Candidates should send their CVs and Cover Letters not later than 23rd February 2022