Vacancies at The Public Procurement Regulatory Authority (PPRA)

Responsibility
MANAGERIAL/SUPERVISORY RESPONSIBILITIES

• Provide leadership and management of the Supply Chain Management department for timely and effective supply of goods and services.
• Spearhead formulation, implementation and review of strategies, policies, guidelines and procedures in the procurement function in line with the Authority’s strategic plan and mandate.
• Direct and manage the procurement process, which includes planning of procurement, inventory control, logistics, distribution and disposal of goods to ensure accurate and appropriate inventories, timely delivery and cost effectiveness.
• Oversee development, implementation and review of annual budget, workplans and procurement & disposal plan for the department in line with the strategic plan to ensure achievement of the Authority’s mandate.
• Assess the current supply chain processes and present proposals to implement world class practices.
• Spearhead formulation and implementation of procurement and disposal procedures, and develop and manage short- and long-term strategies as needed across the Authority.
• Spearhead design of an Authority-wide system to manage suppliers and reduce inventory turnaround time, and evaluate the needs and effectiveness of all procurement and logistics.
• Spearhead the entire procurement and logistics processes, setting both the strategies and tactics in consultation with the Authority management.
• Mentor and coach staff in the department and other departments that fall within the supply chain process to ensure effective function of all components, including continuous monitoring and evaluation of the supply chain process.
• Guide the development, implementation and review of the Authority’s annual procurement plans in compliance with the Public Procurement and Asset Disposal Act 2015.
• Coordinate market surveys to ensure goods and services are compared with market prices to achieve value for money.
• Oversee development, implementation and review of procurement performance targets to ensure effective and efficient service delivery and compliance with statutory requirements.
• Spearhead formulation and implementation of supplies and procurement policies and strategies to guide supply chain management methods and functions.
• Coordinate activities of tender processing, negotiations, inspection and acceptance committee, and the disposal committee in line with the Public Procurement and Asset Disposal Act 2015.

OPERATIONAL RESPONSIBILITIES/TASKS

• Provide administrative guidelines on interpretation and implementation of the Public Procurement and Disposal Act, 2015, and its regulations, 2020 and other procurement laws and policy documents that guide procurement.
• Provide advice to the Authority management on all issues relating to procurement to ensure compliance and safeguard against potential breaches.
• Prepare and present tender awards to the Accounting Officer for approval.
• Undertake functions of the secretary to the Tender Evaluation Committees.
• Prepare tender documents in accordance with the Public Procurement and Disposal Act, 2015 and coordinate the tendering process.
• Prepare and sign procurement professional opinions for presentation to the Accounting Officer.
• Prepare statutory reports to the Public Procurement and Regulatory Authority in compliance with the Public Procurement and Asset Disposal Act 2015.
• Maintain and update supply database for ease of sourcing of various goods, works and services required in the Authority.
• Monitor and evaluate performance of systems in supply chain management for effective service delivery to achieve the Authority’s objectives.
• Interpret other laws and statutes that impact on supply chain management matters.
• Build capacity of the organization in procurement management to ensure adherence and understanding of the Procurement Laws and regulations.
• Interpret, implement and enforce public procurement procedures and regulations for the Authority in line with relevant regulatory requirements.
• Facilitate the implementation of contracts by suppliers and service providers to ensure that they meet their contractual obligations.
• Prepare and issue rejection and debriefing letters to suppliers who do not meet set procurement standards by the Authority.
• Recommend to the Accounting Officer various committees for processing of procurement proceedings.

Job Dimensions

FINANCIAL RESPONSIBILITY

• Prepare and implement the Authority’s procurement plan and disposal plans

RESPONSIBILITY FOR PHYSICAL ASSETS

• Furniture
• Equipment
• Computer

DECISION MAKING/JOB INFLUENCE

• Strategic Decisions
• Managerial Decisions
• Operational Decisions

WORKING CONDITIONS

• Works predominantly within the office with occasional local travel

POSITION BENEFITS

• Gross salary ranges from 271,000 to 415,000 (KES)

Job Requirements

Academic

• Master’s degree in any of the following disciplines: - Purchasing and Supplies Management, logistics, Business Administration (Supply Chain Management Option) or equivalent qualification from a recognized institution
• Bachelor’s degree in Procurement and Logistics, Commerce (Supplies Management Option), or any other equivalent and relevant qualification from a recognized Authority
• Management Course lasting not less than four (4) weeks from a recognized institution or its equivalent.

Professional

• Diploma in Supplies Management or its equivalent qualification from a recognized institution
• Membership to Kenya Institute of Supplies Management (KISM) in good standing.

Experience

• At least ten (10) years relevant work experience four (4) of which should have been in management position.

Skills & Competencies

• Leadership and managerial skills
• Negotiation skills
• Problem solving skills
• Communication and reporting skills
• Interpersonal skills
• Ethical skills
• Team Management
• Analytical Skills
• Strategic thinking
• Coaching and Mentoring skills
• Planning and Organizing
• Time Management

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Job Responsibilities
MANAGERIAL/SUPERVISORY RESPONSIBILITIES

• Lead the development and implementation of policies and procedures manuals in the areas of finance and accounting.
• Provide leadership, supervision, coaching, mentoring, training and development of the departmental staff by ensuring an effective and motivated team.
• Coordinate the development and implementation of the Authority’s annual and medium-term budgets aligned with the Authority’s objectives and goals in liaison with heads of functions and justify the budgetary provisions for approval.
• Direct the development, implementation and review of work plans and budgets for the department in line with the Authority’s strategic plan.
• Coordinate the execution of a risk management policy and framework that ensures the Department has a robust system and processes of accountability, risk management, internal controls, and business continuity.
• Lead implementation of a robust performance management system within the department for delivery of the annual performance contract targets and the strategic plan targets.
• Provide leadership in the development and implementation of the departmental corruption prevention and mitigation strategies.
• Oversee provision of effective communication between the departmental staff and management.
• Advise management on financial management and accounting matters.
• Lead the development and implementation of a framework that entrenches a culture of efficiency, effectiveness and economy in financial management within the Authority.
• Direct preparation of statutory quarterly and annual financial reports that comply with international accounting standards, the relevant statutes and donor requirements.
• Coordinate the development and implementation of a robust risk management framework within finance department and mainstream quality management within the department’s procedures and processes.

OPERATIONAL RESPONSIBILITIES/TASKS

• Review expenditure requests to ensure strict compliance with PFM Act 2012, PFM Regulations 2015, PPAD Act 2015, other relevant statutes and PPRA policies.
• Direct analysis of financial information to guide in decision making.
• Monitor internal controls and effect adjustments where necessary to ensure prudence, efficiency and effectiveness in use of public funds.
• Monitor implementation of the Authority’s annual budget, work plan, procurement plan and cash flow and recommend to management corrective actions where appropriate.
• Oversee the protection and backing up of all financial and accounting records of the Authority including those in electronic form.
• Coordinate annual financial and system audits to ensure they are done promptly, audit recommendations implemented and audit queries if any satisfactorily responded to and closed.
• Oversee proper treasury management taking cognizance of the Authority’s financial needs and obligations.
• Approve monthly bank reconciliation statements.
• Prepare Board papers and coordinate implementation of Board resolutions relating to the department.
• Signing of cheques, Local Purchase Orders and Local Service Orders within the approved thresholds.
• Review and approve monthly management accounts for submission to management.
• Set performance targets for and appraise staff in the department.
• Coordinate transmission of financial reports and correspondence to relevant stakeholders.
• Liaise with the bank on transaction confirmations and other correspondences.

Job Dimensions

FINANCIAL RESPONSIBILITY

• Coordinate the development and implementation of the Authority's annual budget and procurement plan
• Formulate departmental budget, procurement and disposal plan.
• Initiate departmental expenditures
• Signatory to PPRA bank accounts
• Approval of payments
• Signing of Local Purchase Orders and Local Service Orders within approved limits

RESPONSIBILITY FOR PHYSICAL ASSETS

• Custodian of the Authority's fixed assets register
• Analyze Requests for purchase of assets to ensure the authority will derive value for money from such acquisitions
• Responsibile for furniture , computers and equipment assigned to the office of Deputy Director, Finance and Accounting

DECISION MAKING/ JOB INFLUENCE

• Make strategic, managerial and operational decisions

WORKING CONDITIONS

• Works mainly in an Office environment with ocassional local travel

POSITION BENEFITS

• Gross salary ranges from 271,000 to 415,000 (KES)

Job Requirements

Academic

• Master’s degree in any of the following disciplines: - Finance, Accounting, Business Administration, Commerce or its equivalent qualification from a recognized institution.
• Bachelor’s degree in any of the following disciplines: - Commerce (Finance or Accounting Option), Business Administration (Finance or Accounting Option), Business Management (Finance or Accounting Option) or equivalent qualification from a recognized institution

Professional

• Certified Public Accountant (CPA-K) or equivalent and relevant qualification from a recognized institution
• Member of the Institute of Certified Public Accountants of Kenya (ICPAK)
• Management course lasting not less than four (4) weeks.

Experience

• A minimum period of Ten (10) years relevant work experience, four (4) years of which should have been the level of management

Skills & Competencies

• Leadership skills
• Analytical skills
• Accounting skills
• Financial management skills
• Attention to detail
• Excel skills
• Computing skills
• Budgeting skills
• Report writing skills

BEHAVIOURAL COMPETENCIES

• Integrity
• Professionalism
• Time management skills
• Emotional intelligence
• Organizational skills
• Monitoring & evaluation skills
• Interpersonal skills

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Job Responsibilities
MANAGERIAL/SUPERVISORY RESPONSIBILITIES

• Provide strategic leadership for corporate communication, media relations and management, crisis communication and customer service in line with current trends that safeguards the Authority’s reputation.
• Oversee the development and implementation of the Authority’s Communications strategy through engagement of various relevant stakeholders in order to support the Authority’s goals and objectives for effective and positive communication.
• Spearhead formulation of the Authority’s international and national corporate image and brand to position the Authority as a global leader in the regulation of public procurement.
• Oversee the development of corporate communication work-plans, procurement plans and budgets to ensure the objectives of the Authority are met.
• Provide guidance and expertise to top management and the board of management on public relations strategies, media relations, organizing media interviews, trainings and fostering mutual understanding for positive visibility and reputation of the Authority.
• Oversee the planning of corporate events such as media briefings, seminars and conferences, trade fairs and exhibitions by coordinating various activities to ensure a positive image and reputation for the Authority.
• Oversee the execution of a risk management policy and framework that ensures the department has robust systems and processes of accountability, risk management, internal controls, and business continuity.
• Oversee the development and implementation of the Corporate Social Responsibility Policy and Plans to address emerging and long-term needs of the citizens within the Authority’s business environment.
• Lead implementation of a robust performance management system within the department through providing oversight of the delivery of the annual performance contract and the strategic plan.
• Oversee the development and implementation of the departmental corruption prevention and mitigation strategies.
• Develop and execute Communication Strategies and programs to support business decisions and overall implementation of the Strategic Plan to enable the Authority to respond to and address its internal and external stakeholders’ needs and expectations.

OPERATIONAL RESPONSIBILITIES/TASKS

• Approve activities and or actions on matters pertaining to communication and media management to enhance the Authority’s image, visibility and reputation.
• Oversee the development and review of Communications Strategy through engagement of various relevant stakeholders for effective and positive communication.
• Formulate, implement and manage the Authority’s Media Relations Plans and lead in message development to “tell the Authority’s story” in alignment with its mandate and strategic objectives while also constantly monitoring the media.
• Develop and foster the implementation of Customer Relations Strategies for enhanced customer experience, value addition, and customer satisfaction.
• Coordinate the development, implementation and review of the Authority’s service charter to ensure delivery of quality service and enhanced customer experience.
• Develop and execute the Authority’s corporate image and brand strategy in alignment with corporate objectives.
• Oversee content development, management, and dissemination for traditional and digital media channels for increased and sustained brand positioning, publicity, and robust stakeholder engagement.
• Approve the design of the Authority’s website and all official social media platforms to ensure that the image and reputation of the Authority is safeguarded.
• Coordinate the development and execution of Crisis Communication Processes and Plans to maintain a positive reputation and brand value/image.
• Coordinate regular research and surveys in brand communication, service delivery and proactively obtain market trends and insights on brand value and customer satisfaction levels.
• Oversee design, development, production and dissemination of Information Education and Communication (IEC) materials, various publications, visibility products, reports, briefs for various audiences across assorted platforms, including for persons living with disabilities for enhanced understanding and inclusion.
• Oversee development and implementation of department work-plans, procurement plans and budgets to ensure the objectives of the Authority are met.
• Approve the design of the Authority’s website and all official social media platforms to ensure that the image and reputation of the Authority is safeguarded.
• Supervise, coach, mentor and train the departmental staff to ensure an effective and motivated team.

Job Dimensions

FINANCIAL RESPONSIBILITY

• Preparation, monitoring and implementation of departmental budget and procurement plan

RESPOSIBILITY FOR PHYSICAL ASSETS

• Furniture
• Equipment
• Computer
• Intellectual property in PPRA brand

DECISION MAKING/ JOB INFLUENCE

• Strategic Decisions
• Managerial Decisions
• Operational Decisions

WORKING CONDITIONS

• Works in the office with occasional local travel

POSITION BENEFITS

• Gross salary ranges from 271,000 to 415,000 (KES)

Job Requirements
Academic

• Masters Degree in any of the following disciplines: Mass Communications, Public Communications, Public Relations, Journalism or equivalent qualification from a recognized institution; and
• Bachelors Degree in any of the following disciplines: Mass Communications, Communication Studies, Journalism, Public Relations, International Relations or equivalent qualification from a recognized institution;

Professional

• Management Course lasting not less than four (4) weeks from a recognized institution or its equivalent;
• Membership with a relevant professional body and in good standing where applicable;

Skills & Competencies

• Organizational skills.
• Time management and ability to prioritize work.
• Attention to detail and accuracy.
• Communication skills.
• Interpersonal skills.
• Analytical skills.
• Creative writing and editing skills.
• Ability to use computer applications.
• Integrity.
• Ability to work under pressure.
• Team player.
• Supervisory skills.