Procurement Officer at Justice Defenders

Job Summary

Reporting to the HR and Administration Manager, the Procurement Officer is responsible for providing efficient and effective procurement management support as per the Justice Defenders procurement policies and procedures. The main responsibilities include facilitation of the acquisition, supply, delivery, storage, and disposal of goods & services, as well as logistics operations at optimum cost-effective levels in a thoroughly documented, process compliant, expeditious and effective manner.

‍Main duties and responsibilities

• Preparation of the organisation’s annual procurement plan.
• Preparation and distribution of quotations to suppliers.
• To offer secretarial services in all ad-hoc procurement committees.
• Preparation and generation of procurement reports as and when required.
• Receiving purchase requisition notes from departments and scrutinize the requisitions before approval to ensure the organisation works within its annual budget and procurement plan.
• Inviting and analyzing quotations for processing of purchase requisitions to be forwarded to relevant offices for approval.
• Maintaining and updating the suppliers register to ensure only prequalified suppliers are invited to the tender process for fairness and transparency to be observed.
• Ensuring proper filing of all purchasing documents and relevant approvals for safekeeping as well as a future reference by the Management.
• Assisting in the disposal of obsolete goods and surpluses through quotations, open tenders, and trade-ins to free up storage in the stores.
• Receiving and informing the respective user departments of the arrival of the goods ordered for them to collect them as immediate as need be.
• Issuing goods to the user departments as per the requisition notes and to account for the goods issued and ensure there are no undue delays.
• Receipting, inspecting, and accepting or rejecting goods and services in liaison with the user departments as per the specifications provided on the Local Purchase Orders when the need arises.
• Following orders placed with suppliers and ensuring that deliveries are made as desired and keeping purchasing accounting documents in use (e.g. LPOs and Purchase Requisition Notes).
• Assisting in management and control of JD Procurement plans to ensure compliance with the Public Procurement and Disposal Act 2015.
• Any other duties as may be allocated by the immediate supervisor.

Qualifications and requirements

For appointment to this role, one must:

• Have a Bachelor’s degree in Purchasing/Procurement and Supply Chain Management from a recognized institution.
• Be an active member of the Kenya Institute of Supplies Management or CIPS.
• Have at least 3 years of progressive experience in procurement and logistics iv. NGO experience is desirable.
• Knowledge of various donor procurement guidelines will be an added advantage.
• Be computer literate
• Have knowledge of the Public Procurement and Assets Disposal Act 2015.
• ‍Personal qualities
• Trustworthy and Honest

Teamwork

• Analytical ability
• Attention to detail
• Persuasiveness
• Sound judgment
• Ability to work under pressure
• Excellent verbal and written communication skills