Procurement Officer at Kenya Association of Manufacturers

Job Purpose:

The position is responsible for supporting in evaluating suppliers, negotiating contracts, raising purchase orders, and ensuring that an organization acquires goods, services, and materials required for its operations in a timely, cost-effective, and efficient manner.

Key Objectives

• No stock-outs
• Supporting operational requirements
• Supporting the procurement process and the supply base efficiently and effectively
• Accurate purchase forecasting
• Cost management
• Sourcing and vendor management
• Compliance and risk management

Duties and Responsibilities

The specific duties and responsibilities will include, but are not limited to the following: -

•  Preparing plans for the purchase of equipment, services, and supplies.
•  Publishing and distributing procurement and disposal opportunities including invitations to tender, prequalification documents and invitations for expressions of interest.
•  Co-ordinate the receiving and opening of tender documents and co-ordinate the evaluation of tenders, quotations, and proposals.
•  Process purchase orders accurately and efficiently, including obtaining necessary approvals and ensuring timely delivery of goods or services.
•  Support Invitation and awarding process of the recommended suppliers after rigorous selection process.
•  Participating in the Establishment and negotiation of contract terms and conditions with suppliers (e.g. hotels industry) for the use of their wide variety of services.
•  Implementation of procurement records and updating annual standing lists of registered tenderers required by the procuring entity.
•  Support Maintenance of good supplier relations and contracts
•  Researching and identifying potential suppliers/vendors who can provide the required goods or services.
•  Assessing the capabilities, reliability, and financial stability of suppliers through evaluation criteria such as price, quality, delivery time, and service level agreements
•  Analyzing costs, identifying cost-saving opportunities, and implementing cost-effective procurement strategies to maximize value for the organization.
•  Ensuring procurement activities comply with relevant laws, regulations, and organizational policies, and identifying and mitigating risks associated with supplier relationships and procurement processes.
•  Maintaining accurate records of procurement transactions, contracts, and supplier communications, and ensuring documentation is organized and accessible for audits or reviews.
•  Monitoring supplier performance against key performance indicators (KPIs), tracking procurement metrics such as cost savings and on-time delivery, and preparing reports for management review.
•  Continuously reviewing and improving procurement processes and procedures to enhance efficiency, effectiveness, and compliance with best practices and industry standards.
•  Perform any other duties as may be assigned by the Chief Executive from time to time.

Qualifications:

•  Bachelor’s degree in Procurement or supply chain management.
•  The Chartered Institute of Procurement and Supply (CIPS) is an added advantage.
•  At least 3 years of relevant work experience in procurement in a busy work environment.

Personal attributes:

•  Procurement processes: A strong understanding of procurement principles, practices, and procedures is essential. This includes knowledge of sourcing strategies, contract negotiation, supplier management, procurement regulations, and supply chain management concepts.
•  ERP System: Experience with an ERP system (preferably Microsoft Dynamics Nav) is an added advantage.
•  Data Management: The ability to analyze data, identify trends, and make data-driven decisions is crucial for optimizing procurement processes, identifying cost-saving opportunities, and mitigating risks.
•  Integrity: Must demonstrate honesty, ethical behavior, and integrity in all their dealings to maintain trust and credibility with suppliers, colleagues, and other stakeholders.
•  Negotiation Skills: Strong negotiation skills are essential for securing favorable terms and pricing from suppliers, resolving conflicts, and achieving win-win outcomes in contract negotiations.
•  Problem-Solving Skills: The ability to identify issues, analyze root causes, and develop creative solutions is important for overcoming procurement challenges, such as supplier delays, quality issues, or budget constraints.
•  Adaptability: Must be flexible and adaptable to changing priorities, market conditions, and organizational needs, and be able to adjust procurement strategies accordingly.
•  Teamwork: Collaboration and teamwork are essential for successful procurement operations. Must work closely with colleagues from various departments, to ensure alignment with organizational goals and objectives.
•  Attention to Detail: Precision and accuracy are critical for ensuring the correctness of procurement documentation, contract terms, and inventory records to prevent errors and mitigate risks.
•  Resilience: Ability to stay calm and focused under stress or tight deadlines.