Procurement Officer at Church World Service

Primary Purpose 

This position is primarily responsible for carrying out the purchasing and procurement functions of supplies, equipment and services. It ensures procurement of high-quality and cost efficient supplies, equipment and services. The position is also responsible for maintaining purchasing records and facilitating accurate documentation to Finance. 

Supervision 

This position reports directly to the Senior Procurement Officer.

Essential Duties 

• Manages the supply chain function at CWS which includes procurement of goods and services in a cost-effective, timely and transparent manner in line with CWS Polices, Co-operative Agreement and 2 CFR 200
• Ensures all approved quotations are captured in SAGE and approved LPOs sent to the vendors
• Reviews invoices and ensures complete documentation (GRN, Invoice, Delivery Note, LPO) and submits to finance for payment
• Manages the flow of complete procurement documents between the departments
• Assists in conducting market research to capture the current cost, evaluate offers from vendors and negotiate better prices
• Tracks vendor invoices and utilities on the procurement excel spread sheet
• Prepares VAT and DUTY exemptions for Ministry of Foreign Affairs and Kenya Revenue Authority in IPMIS system
• Regularly updates the Note Verbal excel sheet
• Participates in budget preparation by researching cost estimates of proposed items
• Analyzes incoming bids by coming up with a comprehensive analysis on the requirements of the bid for review by the committee meetings
• Prepares the Request for proposal (RFP) reports for tender committee review
• Completes vendor forms and updates the scans and the vendor list on the fileserver
• Ensures reconciliations for vendors by comparing invoices and payments
• Participates in developing, facilitating, implementing, monitor and reviewing procurement plans
• Responsible for managing all updated procurement contracts, coordinate and monitor the supply chain function to ensure compliance with procurement policies and practices and donor requirements
• Liaises with vendors to create realistic delivery schedules and compare actual deliveries in order to evaluate vendor performance and responsiveness
• Coordinates and facilitates the vendor pre-qualification process
• Ensures procurement records are accurate, up to date and in compliance with donor policies
• In coordination with other departments establishes detailed requirements for office supplies, equipment and other goods and services required
• Tracks orders to ensure timely deliveries
• Builds and maintains positive relationships with all members of staff, and contactors both within and outside CWS Africa
• Performs any other duties as assigned to improve the operations of CWS Africa

Qualifications 

Education: 

• Bachelor’s Degree or equivalent in Business Administration, Supply Chain Management, Public Administration, Procurement or other related field required
• Diploma in Purchasing and Supplies Management is preferred
• Membership of a professional body such as KISM, CIPS e.t.c required

Experience: 

• Five (5) years’ experience in procurement or with similar administrative responsibilities 

Knowledge/ Skills: 

• Demonstrated excellent computer skills for Microsoft Word, Excel, Access and Outlook
• Working knowledge of SAGE and 2 CFR 200
• Demonstrated strong organizational and time management skills
• Strong written and verbal English skills

Abilities 

The Procurement Officer must have the ability to: 

• communicate effectively both verbally and in writing;
• follow instructions from the Supervisor with a positive and receptive attitude;
• deal effectively and courteously with a large number of associates, outside agencies, applicants and members of the general public;
• conduct oneself in a professional and courteous manner to represent the best interests of RSC Africa and CWS/IRP;
• maintain a high performance standard with attention to detail;
• carry out all of the duties of the position efficiently and effectively with minimal supervision;
• take initiative;
• maintain strict confidentiality with RSC Africa administrative and operational information;
• manage a large and diverse workload under pressure with competing priorities;
• work well as a team in a multi-cultural environment while maintaining a high level of motivation;
• effectively manage RSC Africa’s resources;
• actively participate in the implementation of the U.S. Government Operational Refugee Processing Program in Africa;