Procurement Officer at Maasai Mara Wildlife Conservancies Association (MMWCA)

Supervisor: Chief Finance Officer
Job Location: Aitong, Narok County
Job Grade: C

1. Provide a convening space for open discussions; a hub for knowledge sharing and coordination across conservancies; a voice for advocacy; and driving policy in the interest of conservancies and conservation-related issues across the Mara.
2. Support the creation and development of conservancies and their neighbouring areas across the greater Mara ecosystem as a sustainable form of land use and provide mechanisms for equitable and value-based benefit sharing to sustain land under conservation.
3. Lead and/or implement development and conservation programmes across member conservancies to facilitate coordination, collaboration and synergetic action.

Procurement Officer

Working under the supervision of the Chief Finance Officer, the Procurement Officer will take responsibility for procurement functions of MMWCA, including:

1. undertaking procurement of goods and services; and
2. ensuring compliance with MMWCA procurement and related policies and donor requirements in procurement.

Working Relationships
The Procurement Officer reports to the Chief Finance Officer and works closely with staff from all departments - Finance, Administration, Communications and Programmes.
Major Duties and Responsibilities:

1. Procurement - 60%
   1. Work closely with Finance, Grants, Administrative, Communication and Programmes teams to develop and implement Procurement Plan
   2. Raising request for quotations, quotation analysis, preparing the tender and procurement documents.
   3. Participate in opening tenders, quotations and evaluation, and providing secretariat services to Procurement Committees.
   4. Support drafting of vendor framework agreements.
   5. Updating procurement status report.
   6. Store-keeping, including issuing and receiving stock, preparation and maintenance of stores records, stocktaking, inventory and reconciliation, and clearing obsolete stock.
   7. Implement and enforce procurement and stores regulations, policies and procedures.
2. Logistics - 15% 
   1. Liaise with administrative staff and vendors to provide logistical support in coordinating deliveries of supplies.
   2. Prepare documentation and draft correspondence for duty and tax exemption certificates, ensuring timely submission to the relevant authorities.
   3. Carry out periodic controls to ensure proper use of the procurement system, regular filing and ease of documents.
   4. Help develop and maintain an archive policy/system for MMWCA based on contractual and legal requirements.
3. Fixed Assets - 10%
   1. Develop appropriate physical inventory count procedures, adapted to the requirements of each site; and
   2. Regularly update and maintain fixed assets register.
4. Supplier Payments - 15%
   1. Support weekly organisational & grants payments by preparing payment vouchers and necessary support documentation, review and ensure all the support documentation are attached to vouchers before payment is made; and
5. Ensure Quotations, LPOs, contracts and invoices reconcile before payment.
   1. Other duties as assigned from time to time - 5%

Qualifications and Experience

1. Degree in accounting, business management or a similar field preferred.
2. At least two years of experience as a procurement officer.

Skills and Competencies

1. Proficiency in Microsoft Office and purchasing software.
2. Strong communication and negotiation skills.
3. Good analytical and strategic thinking skills.
4. Ability to work with minimum supervision
5. Attention to detail.