Senior Procurement Officer at Habitat for Humanity International

JOB PURPOSE

• Under the direct supervision of the Head of Finance and Operations, the Senior Procurement Officer shall oversee the procurement process of services and materials essential for the organization to achieve its goals. The primary role for this position it to provide efficient and effective procurement of various goods and services for Habitat for Humanity Kenya. This position requires a strategic and detail-oriented individual who can effectively manage supplier relationships, ensure cost-effective purchasing, and uphold ethical procurement practices.
• He/she will advise the Head of Finance & Operations and SMT on procurement aspects of HFHK. The Senior Procurement Officer reports to the Head of Finance & Operations and has full responsibility to lead and guide, coach, motivate and mentor the procurement team under him/her.

DUTIES

• Procurement Strategy Development: Develop and implement a procurement strategy aligned with the organization's goals and objectives. Conduct market research to identify potential suppliers and new procurement opportunities. Collaborate with relevant stakeholders to understand project requirements and procurement needs.
• Procurement systems and processes: Coordinate fully compliant procurement systems and operating procedures. Assess effectiveness and efficiency and recommend improvements. Contribute to ensuring compliance with HFH Kenya procurement policies and procedures, standards, donor regulations, and local statutory requirements.
• Procurement Plan & tracker: Coordinate with various departments to develop and maintain an up-todate procurement plan with all quantities, quality and delivery requirements for goods and services.
• Provide pricing information to assist budget holders with budget preparation. Maintain an up-to-date procurement tracker to be shared with different departments and SMT on a monthly basis.
• Procurement Process Management: Oversee the end-to-end procurement process, including requisition, sourcing, evaluation, and purchase order/Contract issuance. Ensure adherence to procurement policies, procedures, and regulatory requirements. Review and approve purchase requisitions and orders to ensure accuracy and compliance.
• Cost Control and Budget Management: Coordinate the sourcing process and perform various activities to assist with ensuring the best value for money: market research, cost estimates, solicitation documents, bidding process facilitation, supplier identification and research, quality and availability of goods assessment, negotiation, contract/purchase order and other documents preparation. Analyze pricing trends and market conditions to optimize procurement decisions and achieve cost savings.
• Develop and manage procurement budgets, tracking expenses and identifying areas for cost reduction. Conduct regular cost-benefit analyses to assess the financial impact of procurement decisions.
• Vendor Management: Maintain correspondence and constant contact with suppliers to follow up on the execution of contractual terms and conditions, and handle issues if needed. Monitor and report on supplier performance, noting current and/or potential issues and/or inefficiencies and assist with contract/purchase order modifications. Identify, evaluate, and select reliable suppliers based on quality, cost, reliability, and delivery speed. Negotiate contracts and agreements with suppliers to secure favorable terms and conditions.
• Risk Management and Compliance: Identify and mitigate procurement risks, such as supply chain disruptions, price fluctuations, and compliance issues. Monitor and enforce compliance with relevant laws, regulations, and ethical standards. Implement internal controls and procedures to safeguard the integrity of the procurement process.
• Transparency and Accountability in procurement: Accountable for transparency within the procurement department through ensuring a complete, accurate and up-to-date document trail of all procurement processes, vendor files, procurement, and inventory database to assist with control and accountability. Prepare reports and facilitate document retrieval.
• Collaboration with other functions and departments: Communicate with other procurement staff, finance and operations team and other departments to coordinate and track goods/services delivery and receipt and keep everyone informed of the status. Coordinate with the requisitioning department to confirm that goods/services delivered are what have been ordered in the correct quantities and quality, they arrive on schedule and at the right cost.
• Personnel Management: Assist Head of finance and operations in recruiting, developing, train, supervise and appraise supply chain staff under him/her to achieve the function’s overall responsibilities as well as to support the achievement of the organization’s strategic and operational objectives.
• Support in proposal development: Provide timely and relevant costing information for proposal development and other solicitations by the country office.
• Inventory management: Develop and maintain a robust inventory management system to ensure all materials and supplies procured are well recorded and safeguarded in accordance with the organization policies and procedures and industry best practices.

KEY PERFORMANCE INDICATORS

• Weekly production and maintenance of the procurement and suppliers’ payment tracker and other status reports on procurement activities and work in progress.
• Monthly procurement reports e.g Procurement plan tracker.
• Strict implementation of the organization procurement policies and procedures.
• Timely and quality procurements.
• People management skills

QUALIFICATIONS

• Bachelor’s Degree in Procurement and Logistics Management, Business Administration, or other relevant degree required. Full professional certification such as CIPS is mandatory.
• Good knowledge of various donor procurement regulations (e.g. BMZ, KOICA, ADH, EU, UN, USAID etc)
• Staff management experience and abilities that are conducive to a learning environment.
• Knowledge of international and national procurement regulations and local market conditions.
• Knowledge of contract terms, as well as a proven ability to successfully complete purchase orders against specifications.

KNOWLEDGE, SKILLS & ABILITIES REQUIRED

• Demonstrated experience in practical application of enterprise-wide computerized procurement system/software (e.g SAP, Agresso, Navision).
• Good planning and coordination skills and ability to prioritize competing priorities effectively.
• Good analytical skills with ability to make independent judgments and decisions.
• Proactive, results-oriented, and service-oriented with focus on meeting customer needs.
• Ethical conduct in accordance with recognized professional and organizational codes of ethics.
• Good negotiation, communication, and relationship management skills.
• Proficient in MS Office package (Excel, Word, PowerPoint). Experience with database management systems (e.g. MS Access) highly desirable..

EXPERIENCE

• Minimum of 5 years work experience in procurement/purchasing management, logistics, administration, preferably with an international non-Governmental organization