Senior Associate, Procurement at Evidence Action

Job purpose

Senior Associate Procurement will be a key member of the Finance & Operations (FO) department providing overall leadership of the procurement department while undertaking their mandate of strategic oversight, planning and overall management of the procurement unit. The position holder will provide support to both Nairobi & Nyanza/ western procurement teams under the Kenya country operations. The Operations Unit focus on delivering and optimizing current procurement needs ensuring that deliveries are available in the most cost-effective way and in a timely manner. The Procurement unit will be focused on ensuring the lifetime cost of a product is minimized and that the supply chains are well-designed and cost-effective.

Duties and responsibilities

Under the guidance and supervision of the Associate Manager of Operations, the Senior Procurement Associate provides administrative support in the management of a variety of processes/transactions in implementing procurement and contracting of commodities, materials, equipment and services in Kenya, ensuring high-quality and accuracy of work. He/she uses his/her own discretion to address unforeseen situations, seeking advice from and/or reporting to the supervisor as applicable. The Senior Associate Procurement liaises with heads of departments in order to ensure the best support. In performing his/her work, the Senior Associate Procurement promotes a client, quality and results-oriented approach.

Key Functions:

Procurement Operations:

• Liaise with various requesting departments within Evidence Action to ensure any requirements for procurement support are identified, approved and procured in a timely, well-documented and cost-efficient manner.
• Supervise the staff in the procurement department ensuring the department activities are conducted in accordance with the procurement policy and with utmost professionalism.
• Conduct local procurements and manage the entire procurement cycle, including but not limited to sourcing for bids, analysis, issue of Purchase orders, expediting orders, receipt of orders, inspection, verification of invoices and processing of payments.
• Ensure accurate and timely payment of invoices, as necessary for the organization with the suppliers.
• Ensure the procurement policy is adhered to for all purchases at Evidence Action and liaise with the Associate Manager, Operations or any revisions and updates needed.
• Implement an annual planning process to streamline repetitive procurement of goods to increase competitive tendering and internal processes.
• Prepare Country procurement status reports to reconcile with the procurement plan and report on any deviation.
• In collaboration with the Associate Manager Operations, enforce the mainstreaming of procurement best practices across the organization to enhance efficient and timely servicing of procurement requests.
• Review the existing SOPs for procurement , recommend changes and once approved supporting in enforcing compliance of the same across the organization.
• Lead in the annual supplier prequalification process ensuring that the process is conducted professionally and in a timely manner and all documentations needed for the process are updated and supplier records properly filled in an organized and efficient manner.
• To participate in the tendering processes to manage tender lists, manage the dispatch of tender documentation and quotations in accordance with the governing laws and coordinate responses to tender enquiries as appropriate.
• Maintain and Manage the NTSA portal on behalf of EA Kenya.

Procurement Documentation:

• Take charge of the necessary relevant procurement documents including but not limited to quotes, LPOs, supplier invoices, Supplier statement, Kenya revenue Pins, approved bank details , supplier contact info and any other documentation that may be required and hand over the same to the Finance team- Payables to support financial transactions between the organization and its suppliers.

• Ensure a centralized and uptodate supplier database containing key supplier information.
• Ensure all payment requests are submitted in a timely manner and update the payment trackers on time
• Support the procurement team in the preparation of RFQs , organizing and maintaining the box filling system for the Kenya procurement.
• Support the procurement team in buying/sourcing of all program supplies within the approved timelines and standards
• In collaboration with the procurement team , support with preparation of supplier contracts , CSI Reports and ensuring new suppliers are updated in the supplier database.
• Provide monthly reports to Associate Manager Operations on procurement KPI’s against internal user targets to ensure alignment.

Vendor Management:

• Identify and negotiate with suppliers to ensure transparent and cost-effective sourcing
• Ensure that the vendors are compliant with the Organizational policies and procedures put in place. E.g. CSI Checks etc.
• Preparation of vendor contracts, amendments to existing contracts and other contract management requirements.
• Act as the focal person for communication with the vendors on behalf of Evidence Action.

Qualifications

• Bachelor’s degree in Procurement or Supply chain management .
• At least CIPS level 4 will be an added advantage,
• Membership of KISM
• Atleast 3-4 years experience having supported in a similar position in an organization with operations similar to Evidence Action.
• Excellent knowledge of the local regulatory environment, including knowledge of customs clearance and importing processes.
• Knowledge and a strong understanding of the Public Procurement Act (2005) laws of Kenya.
• MUST be Proficient in Microsoft Office programs particularly Excel
• Excellent organizational and time management skills;
• Strong oral and written communication skills with attention to detail.

Required Skills and attributes

• Able to uphold and respect procurement ethics and to conduct activities with Honesty, Transparency and Integrity.
• Self-motivated with the ability to operate under own initiative and also take instructions to prioritize and manage a diverse workload.
• Ability to handle multiple projects simultaneously to meet goals and deadlines without compromising the desired detail and work quality.
• Ability to liaise with others and work well in a team and in a multicultural work environment.
• Problem-solving skills;
• Independent, proactive and willing to take initiative.
• Interested in a work environment that is flexible, creative, and constantly changing