Procurement Manager IPA(K)
Position: Procurement Manager
Reference Code:
FK-2012-09-01
Deadline To Apply:
Applications will be reviewed on a rolling basis until the position is
filled
Location: Kisumu,
Kenya with possibility of some regional travel
Eligibility: Kenyan
nationals only Introduction Innovations for Poverty Action (IPA), is a
rapidly growing, global organization with operations in over 40
countries.
IPA designs
innovative, cutting-edge approaches to solving development problems, rigorously
evaluates these programs and works to scale-up programs with proven impact to
help the world’s poor. Kenya (IPAK) is IPA’s oldest and largest country
office.
IPAK employs over 350
people across 20 projects throughout Kenya. It collaborates with many
international NGOs, academic institutions, government agencies, private sector
actors and other stakeholders to bring high quality research and services to
Kenya and then bring the lessons learnt to scale. In particular Kenya is the
location of many of IPA’s high profile projects.
In particular:
- Deworm
the World, a global program aiming to de-worm 25 million children over the
next 5 years.
- Dispensers
for Safe Water (DSW), a global program aiming to bring safe water to over
5 million Kenyans. DSW has recently received funds from USAID to scale-up
activities across East Africa.
- WASH
Benefits, a large multifaceted randomized controlled trial with over
10,000 participants and 180 staff. The results of the study will influence
donors on a global scale as to how Water Sanitation and Hygiene funds and
projects are implemented in the future.
IPAK has grown to have offices across the country to support our
growing projects’ needs. We are currently hiring for a Procurement Manager to
meet our expanding procurement needs and refine our current procurement
system.
We are looking for someone
interested in working in a dynamic NGO with creative problem-solving as well as
strong communication and organizational skills.
Job Description
Under the supervision
of the Country Director and Director of Operations, the Procurement Manager
will be responsible for supporting improvements in the area of procurement
within Kenya and potentially East Africa.
The Procurement
Manager will play a leading role in the design and implementation of the IPAK
procurement policy and supporting tools, including an Enterprise Resource
Planning (ERP) tool to support these procurement procedures across project
offices throughout Kenya.
S/he will also provide
technical assistance and lead efforts to ensure compliance with the government
of Kenya (and potentially other regional countries’) and donor (especially
USAID) regulations for procurement, inventory management and
shipping/customs.
This position is
primarily based in Kenya for program activities within Kenya, but may also
require support of related tasks to supplement IPA program activities in the
East Africa region under a new USAID contract.
It is anticipated that
any related travel will be limited to less than 10% of staff time.
Roles and
Responsibilities
Refinement of
procurement and inventory policy
- Access
and analyze the current functional IPAK processes and practices with an
eye for innovation to identify procurement, inventory and
storage/warehousing needs and review the impact of procurement systems on
project activities
- Liaise
with IPAK administrative staff and project managers to train and build
capacities in conducting of procurement transactions; ensuring
cost-effective, efficient and prompt delivery of project support
- Centralize
the program supply chain by refining an effective order management system
through the development of an ERP tool for IPAK
- Refine
tender, procurement committee and pre-qualified/preferred supplier
evaluation processes
Procurement Life Cycle Implementation and Audit
- Manage
all procurement for the organization from purchase requests to asset
inventory management
- Ensure
best-practice procurement record-keeping to ensure all aspects of the
procurement lifecycle follows IPA guidelines and is in compliance with
donor (USAID) rules and regulations.
- Support
IPA staff working in the region, without an IPA office to develop and
maintain basic (donor compliant) systems of procurement
- Put in
place mechanisms for market analysis and continuous surveys on monthly or
quarterly basis to identify new vendors and current costs; manage all
preferred supplier agreements
- Monitoring
procurement plans and ensuring reception and dispatch of orders is
included in quarterly and monthly planning
- Develop
tracking auditing protocols to ensure procurement guidelines are followed
Oversee inventory management, asset registration and tracking, warehouse
security and audit
Global Sourcing and Manufacture
- Make
effective global sourcing decisions based upon a strong understanding of
supply prices, import tariffs, taxes, exemptions, manufacturing standards
and quality control requirements
- Support
projects to procure custom-designed, contract-manufactured parts, both
locally and abroad
- Identify
and build relationships with manufacturers locally and abroad
Shipping and Customs
- Manage
import/export processes, coordinating with projects, international
suppliers, import agents, customs agents and the KRA to ensure that all
consignments meet all regulations and delays/penalties are minimized
Clearly communicate projects’ procurement needs (delivery times, quality,…)
to international suppliers.
Communication and relationship management
- Lead,
advise, and collaborate with staff; co-manage at least one IPAK staff
member directly
- Liaise
with field offices, project managers and IPAK Logistics Manager to
determine procurement needs and appropriate delivery schedules
- Ensure
IPAKs interests with regards to level of service, quality control
mechanisms and value are maximized whilst maintaining good relationships
with vendors across Kenya and globally.
Qualifications
Essential:
Essential:
- University
degree in business administration, procurement, logistic and supply chain
management, or related field, in combination with a professional
qualification in procurement-and logistics-related area. A procurement and
logistics degree in combination with qualifying experience may be accepted
in lieu of the university degree
- At
least 5 years of progressively responsible experience in Procurement &
Logistic Management in public/NGO or private sector, including successful
engagements in strategic planning and project management
- Experience
of managing procurement within a USAID project (preferably within Kenya)
- Strong
computer skills, experience with Excel and Access
- Fluent
in English and Kiswahili
Desirable
- Knowledge
of automated and web-based procurement systems
- Experience
with contracts, bids and design specifications in an engineering setting
- Experience
with global sourcing.
- High
level of familiarity with Kenyan manufacturing sector, including
established relationships with major industrial suppliers
- Significant
exposure to import/export management internationally and within East
Africa
- Familiarity
with and prior travel within East Africa region, especially for
procurement activities
Competencies
- Ability
to identify and analyze strategic issues, opportunities and risk
- Excellent
communication skills and an ability to work effectively with people at all
levels in the organization and with international suppliers and partners
- Demonstrated
management and organizational skills in a multi-cultural environment
- Demonstrated
ability to provide innovative technical leadership by performing and/or
overseeing the planning, development, and management of procurement,
inventory and other operations
- Ability
to motivate staff
How to Apply
Please send a cover letter and detailed CV, 3 references, daytime phone number(s), and email address. Your CV should include your scores or grades and other measures of academic achievement, and details about any relevant work experience.
Applications can be submitted to any of our branch offices, or by email to jobs-kenya@poverty-action.org ,or by post office using P.O Box 373, Busia area code 50400 Kenya. If you submit by email, please ensure that the subject line reads: “PROCUREMENT MANAGER.”REF NO: FK-2012-09-01.
Only short-listed
candidates will be contacted by email for an interview.
Applicants are
encouraged to apply early, as applications will be reviewed on a rolling basis.
Disclaimer:
The above statements
are intended to describe the general nature and level of the work being
performed by the Procurement Manager.
The statements are not
intended to be an exhaustive list of all possible duties, tasks, and
responsibilities.
Management reserves
the right to amend and change responsibilities to meet organizational needs as
necessary.
Please note that IPA
will never request any form of payment from an applicant. Applicants are
encouraged to confirm the information listed above with IPA prior to releasing
any extensive personal information to the organization.
Please direct
questions to jobs-kenya@poverty-action.org
