Procurement Services Supervisor at Kenya Wine Agencies Limited (KWAL)

Job Purpose

This position is responsible for the selection, engagement and management of suppliers in order to ensure best quality, value and price within the respective category with the aim of enhancing the organisation’s profitability. The job holder will also be responsible for managing the shipping, clearing and forwarding and delivery of all imported raw material and finished products in compliance with the regulatory requirements and procurement policies and procedures.

Main Responsibilities

Strategic sourcing

• Collaborate with the Procurement Manager, to develop sourcing strategies for the relevant category and ensure timely execution of the strategic initiatives. 
• Prepare requisite tender documentation, develop RFPs, analyze and submit to Procurement Manager for approval
• Participate in sourcing negotiations for lowest Total Cost of Ownership (TCO) alternative sources as part of their daily activities based on the available market trends and practices.
• Work with the Procurement Manager, to negotiate contracts as per the Contract management policy and ensure they are executed as per the schedule of authorities
• Collaborate with the user department, develop and enforce SLAs and KPIs for suppliers within the respective category.  
• Develop and execute supplier performance management strategy for the respective category to provide assurance of service delivery in line with strategy and contract and report on compliance and delivery performance
• Conduct continuous benchmarking and gain a deep understanding of suppliers and the market in general to assure the preservation of value in all sourcing activities

Logistics

• Spearhead the continuous improvement of the logistics practices in order to support the delivery of imported materials against the production plan and finished goods in line with the forecast demand on a day to day basis. 
• Build and sustain beneficial relationships with Government Agencies such as Kenya Revenue Authority, Kenya Ports Authority to ensure a smooth running of the business. 
• Propose and implement legislative, environmental and cost impacts related to transportation (e.g. freight forwarding, customs clearance) to ensure that transport networks are optimal and cost effective.
• Implement required business procedures and drive improvements focusing on timely deliveries, quality of service, turnaround time, damages, safety and truck utilization to ensure effective management of transportation.
• Implement and monitor an optimised tracking system to track delivery of imported materials which adhere to best practices.

Operational and compliance

• Collaborate with Procurement Manager, to develop new and review existing procurement procedures to ensure alignment with business objectives
• Review and improve controls and compliance within procurement department e.g. ISO compliance, contract management policy, supplier database management
• Develop and maintain effective stakeholder management strategies in the respective category to ensure business needs are met on time and with right quality.
• Ensure supplier failure risk management and BCP activities are executed in the category
• Review and rationalize supplier database in respective category
• Manage contract database in respective category

Capacity Building

• Support the head of department in managing the human capital in the section through day to day supervision, performance management, training needs assessment and overall staff motivation.

Minimum Required Qualifications, Knowledge and Experience

Academic Qualifications

• Bachelor of in Purchasing and Supplies, Accounting or any other relevant field with 4 years’ of experience

OR 

• Diploma in relevant field with 5 years’ of experience

Professional Qualifications

• A professional qualification in procurement and logistics. 

Experience 

• At least 5 years experience in a procurement environment, with 2 years in logistics in a Fast Moving Consumer Goods Company or similar.
• Practical experience in use of MS packages and ERP systems.

Competencies

Technical Competencies

• Proficient in understanding the complete process flow from procurement to delivery within KWAL, ensuring efficient production, warehousing, and distribution.
• Experienced in implementing strategies to enhance processes, reduce waste, and improve efficiency and quality in procurement and supply chain operations.
• Adept at forecasting demand, planning inventory, and managing resources effectively to meet organizational goals.
• Capable of efficiently managing tasks, time, and resources to ensure smooth operations and timely delivery of goods and services.
• Competent in using Enterprise Resource Planning (ERP) systems to integrate and manage core business processes in real-time.
• Experienced in overseeing the creation, execution, and monitoring of contracts to ensure compliance and mitigate risks.
• Proficient in building and maintaining positive relationships with all parties involved in the supply chain, including suppliers, customers, and internal teams.
• Adept at managing the transportation, warehousing, and distribution of goods to ensure timely and cost-effective delivery.
• Capable of ensuring that products meet specified standards and regulations through systematic inspection and testing.
• Experienced in monitoring and controlling expenses to optimize the budget and improve profitability.
• Proficient in planning, executing, and closing projects efficiently while meeting deadlines, budgets, and quality standards.
• Competent in coordinating multiple related projects to achieve strategic business objectives.
• Adept at understanding and complying with legal requirements and policies related to procurement.
• Capable of handling and resolving claims related to procurement and supply chain activities.
• Experienced in managing warehouse operations, including inventory control, storage, and distribution.
• Proficient in procuring goods and services in a manner that is ethical, environmentally sustainable, and socially responsible.

Behavioural Competencies

• Support the professional growth of employees through guidance and feedback.
• Demonstrate a commitment to enhancing processes and performance. 
• Demonstrate a deep commitment to understanding and meeting customer needs. 
• Make informed and timely decisions that align with the company’s strategic objectives. 
• Utilise analytical skills to identify issues and develop effective solutions. 
• Continuously seeks new opportunities to enhance products and services. 
• Employ logical reasoning and critical analysis to evaluate information and make sound decisions. 
• Exhibit strong self-awareness and empathy, effectively managing personal emotions and understanding those of others. 
• Encourage innovative ideas and approaches to improve products and processes. 
• Communicate effectively with diverse audiences, ensuring clarity and understanding.