Procurement Officer, National 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.

Key relationships

Internal to CWS

• Procurement Coordinator
• Procurement Manager
• Procurement Supervisor
• Senior Procurement Officer
• Other team members in the Finance, Administration and Program departments

External

• Vendors
• Customers
• Any other Partners in relation to his/her capabilities

Working Environment

• Office and/work from home environment.
• Periodic travel to the field as may be required.

Responsibilities

Procurement Administration  & Data Management 40%

• 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.
• Prepares VAT and DUTY exemptions for Ministry of Foreign Affairs and Kenya Revenue Authority in IPMIS system
• Participates in budget preparation by researching cost estimates of proposed items.
• Analyses 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 evaluation /tender committee’s review.
• Completes vendor forms and updates the scans and the vendor list on the fileserver.
• Ensures reconciliations for vendors by comparing invoices and payments.
• Provide input in strategic planning conversations to achieve Procurement unit goals.
• Manages the flow of complete procurement documents between the departments.
• Participates in developing, facilitating, implementing, monitor and reviewing procurement plans.
• Coordinates and facilitates the vendor pre-qualification process.
• In coordination with other departments establishes detailed requirements for office supplies, equipment and other goods and services required.
• Ensure there is supply chain visibility by keeping timely reporting and tracking the procurement processes throughout the various stages of the procurement processes.

 Representation 10%

• Assists in conducting market research to capture the current cost, evaluate offers from vendors and negotiate better prices.
• Liaises with vendors to create realistic delivery schedules and compare actual deliveries in order to evaluate vendor performance and responsiveness.
• Builds and maintains positive working relationships with all members of staff, and contactors both within and outside CWS Africa

Compliance 35%

• 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
• 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.
• Ensures procurement records are accurate, up to date and in compliance with donor policies.

Data Management 10%

• Provide timely and accurate reports
• Tracks vendor invoices and utilities on the procurement excel spread sheet.
• Regularly updates the Note Verbal excel sheet.
• Tracks orders to ensure timely deliveries.

Additional Roles and Responsibilities 5%

• Performs any other duties as assigned to improve the operations of CWS Africa

Qualifications

Experience:

• A minimum of Four (4) years’ experience in procurement or with similar administrative responsibilities required
• Experience in the non-governmental sector preferred.

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

Education & Certifications:

• Bachelor’s Degree or equivalent in Business Administration, Supply Chain Management, Public Administration, Procurement or other related field or four (4) years of paid work experience in lieu of a Bachelor’s Degree is required
• Diploma in Purchasing and Supplies Management is preferred
• Membership of professional body such as KISM, CIPS etc. required