Procurement Officer at Twiga Foods

Key Responsibilities
Procurement Planning

• Proactively partner with respective departments and teams in the organization, assess their non-trade procurement requirements for various planning horizons and convert the requirements into phased procurement plans in alignment with their approved budgets and cash flow forecasts
• Non-trade procurement plan developed and signed-off by respective functional department managers and shared with the Chief Accountant to be incorporated in the annual budget planning cycle and reviewed monthly/quarterly in line with budget review cycle

Supplier Management

• Create and maintain a supplier framework which inculcates a just-in-time procurement culture for high-use goods and consumables, with standardized ordering and delivery windows direct to the user, minimizing the quantity of goods and consumable inventory held in storage on Twiga premises
• Seek non-trade suppliers who can deliver the requirements of the non-trade procurement plan and evaluate their capability to supply including visiting their locations, obtaining references to confirm their ability to supply within the supplier framework
• Coordinate the activities of the procurement committee, set up meetings, share agendas in advance and minutes within 12 hours of the meeting
• Document and avail the list of pre-qualified non-trade suppliers per class of supplies. Diversify the supplier portfolio for the purpose of maximizing financial and operational performance and minimizing risk
• Manage the KYC process for onboarding non-trade suppliers, and maintain tight controls over supplier master data, including closure of dormant accounts
• Manage the relationship between non-trade suppliers and Twiga, ensure effective communication across all stakeholders and resolving all issues with non-trade suppliers.
• Conduct routine visits to key non-trade suppliers and participate in supplier audits

Executing the Procurement Process

• Own supply agreements, leasing contracts and purchase orders and ensuring timely closure, cancellations or renewals to ensure all costs are current and accurate
• Review all Requests for Quotations/Proposals (RFQs / RFPs) ensuring they contain all relevant information and to proceed to the next step in the process
• Send out all RFQs/RFPs to the pre-qualified non-trade suppliers per class of supplies and aggregating the quotations received on a timely basis for review
• Raise all orders - Local and Overseas Purchase orders (LPOs/OPOs).
• Conduct a detailed analysis of quotations/proposals provided by non-trade suppliers to understand key drivers of costs and in that way engage actively in negotiations regarding specifications, costs, terms, delivery period, after sale service etc., to ensure components and services are sourced at the best value and most preferential total cost.
• Correctly matching the selected quotes and communicate declines to unaccepted quotations
• Confirm that non-stores and services are received physically and acknowledged in the system by various users in conformance to the 3-way matching procedure and policy standard
• Receive store inventory physically and general services into the ERP in conformance to the 3-way matching procedure and policy standard
• Confirm that the returns process for all deliveries that do not conform to specifications, have price or volume inconsistencies or are delivered later than the agreed date and adhered to
• Thoroughly evaluate all component and capital cost changes to ensure that variances are substantiated, aligned with users and approvers prior to updating any transactions/changes to the system
• Close over-age LPOs and cancel incorrect LPOs and initiating correcting or supplementary LPOs

Disposal Management

• Aggregate all obsolete fixed assets and consumables across all functions in the organization and prepare disposal requisition in keeping with the Twiga disposal policy for approval
• Execute the disposals as approved

Reporting

• Report all outstanding LPOs on an ageing basis to inform the accrual process
• Reconcile the Goods received pending invoicing ledger and reporting on an ageing basis
• Present comprehensive, accurate and informative reports with trends, insights, concerns, and recommendations clearly elaborated

Self-management

• Model Twiga’s culture and way of working
• Proactively manage own performance and deliver performance objectives and outcomes set
• Attend monthly 1-on-1 performance enablement discussions and quarterly performance reviews with the line manager, and institute corrective action where performance falls below expectation
• Proactively manage own learning and development
• Adhere to the annual leave plan agreed with the line manager
• Adhere to people management policies

Compliance

• Comply with all organization policies, procedures, and statutory guidelines. Minimize and mitigate risks to the organization and enforce zero-tolerance to non-compliance
• Close gaps/lapses identified as an outcome of audits; risk and/or any other compliance review; investigations; or other assessment mechanisms and take corrective/preventive actions within the agreed timelines

Other

• On a weekly/monthly basis, participating in the physical stock taking exercise for trading gods in conjunction with the wider accounting team
• Participate in regular Fixed Asset verification and tagging exercise in the location(s) in conjunction with the wider accounting team
• On a quarterly basis, participating in the business wide crate/pallet physical verification exercise and recommending write-offs losses

Academic And Professional Qualifications.

• A bachelor’s degree from a recognized accredited university preferably in procurement, economics, commerce, accounting, or a related field
• Certificate or Diploma in procurement or materials management is an added advantage. Registration with, and a practicing certificate from the Kenya Institute of Supplies management

Relevant Skills And Experience

• At least three (3) years’ experience as a Procurement Officer gained in a busy operational environment, with a good knowledge and understanding of supply chain management, and stock control systems in multi-user/network environment
• Working knowledge of tax rules, quality standards regulations, procurement policies and regulations and familiarity with all import documentation
• Experience in analyzing business procurement trends and use of proven methods to develop insightful well informed buying strategies
• Self-starter with good analytical, critical thinking, and problem-solving skills. Good organizational skills, able to prioritize and delivery objectives set within timelines given
• Strong consultative and influencing skills with the ability to build strong working relationships across all levels and bring together stakeholders
• Strong interpersonal, communication and presentation skills with the ability to communicate information, whether technical or non-technical to staff members and customers, in a clear and concise manner
• Strong proficiency in Microsoft Word, Excel, PowerPoint
• Results-oriented, flexible and adaptable to rapid change, with the comfort working in a fast-paced, high demand environment
• Enthusiastic, decisive, pragmatic, resilient and forthright individual with a sense of urgency, and unquestionable integrity
• Willing and able to travel