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Smoothtel Limited Jobs in Kenya

Procurement Officer
 
Procurement Department
Position Overview
 
We are an ICT company that prides itself in delivery of cost-effective future proof solutions, backed by exemplary customer service.  

The Procurement Officer assumes overall responsibility for managing pricing, rebates and relationships with suppliers in the best commercial interests of the business. 

We endeavor to build and maintain a motivated, capable workforce who are proud to work for the company and able to deliver our commercial strategy.
 
Job Responsibilities
 
Being the Procurement Assistant, you are Directly Accountable for;

1. Controls, policies and procedures
  • Ensure that all procurement activities are effectively managed and are in accordance with the Contract Regulations, Procurement Act and Financial Regulations
  • Review and develop the Procurement Strategy covering each of the key business areas
  • Create Awareness on the companies procurement procedures to the relevant employees dealing directly with procurement.
  • Ensure that the correct procedures are followed in respect of all major procurement activities 
  • Continually develop procurement expertise across the company to support staff development, knowledge and expertise in procurement activities
2. Supplier Relations
  • Participating in the supplier pre-qualification and selection processes. Maintaining an up to date directory of all suppliers, their contacts, a brief on their products/services and on the status of any agreements entered into.
  • Developing and maintaining strategic supplier relationships to ensure the timely and efficient delivery of goods and services
  • Participating in the negotiations of agreements and monitoring performance against SLAs (Service Level Agreements)
  • Set up a process of review for all Contracts, Supplies and Suppliers ensuring that maximum value for money benefits are achieved through supplier rationalization, developing an Approved Supplier list
  • Build and develop good relationships with key suppliers to ensure best value for money and customer satisfaction with services provided
  • Monitor trends in supplier and contract base and propose / implement plans to respond to such trends.
3. Procurement function
  • Periodically conduct dialogue, briefings and negotiation sessions on pricing/terms and conditions etc with suppliers/vendors.
  • Ensuring that requests for purchases are clearly articulated approved and recorded as per the established procedures.
  • Consulting with requesting officers to ensure that quality, quantity and type of items required meet their specific specifications.
  • Keeping requesting officers properly informed on the status and progress of all requests/orders made and dealing with any changes or clarifications as required.
  • Monitor, respond and assist with any supplier enquiries.
  • Progressively conduct supplier suitability and capability checks and advise the Director of any required changes.
  • Bring to the attention of the Director any supplier contracts up for review in good time and assist in the processes of renewal or cancellation of agreements.
4. Value for Money and Reporting
  • Set procurement savings targets each year in conjunction with the Procurement Officer and monitor delivery against targets
  • Prepare a quarterly report to the Finance Manager providing a review of procurement activities and achievements
5.  Operational
  • Ensure that prices negotiated with suppliers are set a level where company can benefit from savings
  • Ensure that, at price reviews, any increases are kept to a minimum and implemented only when fully justified ensuring that point 1 above still applies
  • Ensure that all suppliers pricing information is up to date and stored, in accordance with procedures, on the Client Relationship Management System (CRM)
  • Maintain accurate and up to date supplier agreements, trading terms and details of rebates for those suppliers within your portfolio
  • Carry out pricing audits
  • Ensure up to date hard copy price lists and product information are readily available for product management
  • Ensure that the Product Managers are kept up to date with supplier details, (prices, product range, key field and office contacts etc.)
  • Manage own correspondence and administration professionally and efficiently
6. Inter-departmental responsibilities
  • Develop and maintain effective working relationships with all department heads especially those responsible for the product management
  • Attend and contribute to the monthly Product Managers meetings
  • Promote effective liaison within the department to ensure that all the supplier information required for the production of marketing literature is supplied in the relevant format and to agreed deadlines. This includes but is not limited to the annual directory, newsletters, website
  • Work with suppliers and buyers to ensure that the supplier contributions to any marketing activity add real value and promotes increased customer spend.
Organizational Alignment
  • Reports to the Senior Accountant
  • Works closely with and in conjunction with the Customer Service Coordinators, Office Administrators, Product Managers and Operations Manager in ensuring adequate management of materials and material flow to support those operations.
Qualifications
 
Academic Qualifications
  • Bachelors Degree in Purchasing & Supplies
  • Minimum 5 years’ Telecommunications/ I.T. Procurement environment experience.
Skills and Knowledge Requirement
  • Materials Handling experience commensurate with duties and responsibilities of the position
  • Easy to contact and to communicate and work with
  • Exhibits a sense of urgency when necessary
  • Good oral and written communication skills
  • Ability to issue and explain good instructions
  • Working knowledge of computer systems, ability to learn CRM input, retrieval and use
  • Understanding of the proper use of Work Orders, priorities and schedules
  • Ability to work in a team environment, fully supporting the goals and objectives of the sales, maintenance and operations efforts.

Operations Manager

Position Overview
 
We are an ICT company that prides itself in delivery of cost-effective future proof solutions, backed by exemplary customer service. 

The Operations Manager serves as a middle member of the management Team, providing leadership in developing management strategies and systems for achievement of all operations objectives. 

The Manager oversees the business operations to ensure all project objectives and deliverables are achieved on time and on budget.
 
We endeavor to build and maintain a motivated, capable workforce who are proud to work for our clients and able to deliver our commercial strategy.
 
Job Responsibilities
 
Being the Operations Manager, you are Directly Responsible for:
 
1. Project Planning & Management
  • Project planning: develop specific timelines for projects to deliver an accurate budget.
  • Creating and executing project work plans and revising them as appropriate to meet changing software needs and requirements.
  • Identifying resources needed and assigning individual responsibilities to self and project team towards achievement of objectives.
  • Managing day-to-day operational aspects of projects, scope of work and coordinating project reporting.
  • Reviewing deliverables prepared by team, conduct quality control and analysis before passing to client.
  • Documenting all project workflows and deliverables for easier follow up, coordination, maintenance and support.
  • Documenting viable projects and writing project proposals, presentations and project requirements documents.
  • Designing, developing and implementing sound programmatic solutions to clients with no supervision.
  • Engaging in deliberations with other organization and stakeholders, make presentations, pitch solutions to the relevant parties and close sales / partnership agreements for new businesses and joint ventures for the viable solutions.
  • Confer with supervisory personnel, owners, contractors, and design professionals to discuss and resolve matters such as work procedures, complaints, and installation problems.
  • Resolves and /or escalates issues in a timely fashion.
  • Understands how to communicate difficult/sensitive information tactfully. 
  • Effectively apply company methodology and enforce project standards.
  • Prepares for engagement reviews and quality assurance procedures.
  • Identify and minimizes exposure and risk on project.
  • Ensures project documents are complete, updated, and stored appropriately.
  • Tracks and reports team hours and expenses on a weekly basis.
  • Manages project budget.
  • Ensure customer documents i.e. completion certificates, job card, delivery notes are all issued & signed by project completion.
2.  IT Products/Services Management
  • Provide network access to all staff
  • Make recommendations to management on the purchase of technology resources
  • Monitor security of all technology in use
  • Ensure that the computers, FingertTec Scanners, Cameras and their softwares are at all times well configured and in good working condition.
  • Assistance in project implementation and system deployment
  • Technical support to end-users
  • Liaison with vendors and services providers
  • Engage in practical research and initiate ideas that promote system availability & performance
  • To maintain the LAN and systems in “state of the art” condition
  • To monitor the state of the network and general network throughput
  • To take ownership and responsibility of all technical, planning, operational and security issues concerning the LAN and systems
  • Maintenance of servers, workstations, network cabling and network hardware
  • To assess the quality and reliability of existing hardware, software, operating systems and network components that comprise the LAN, and make recommendations for upgrade or replacement where necessary on routine basis
  • To conduct and verify the validity of daily backups of the server.
  • To ensure that the electronic mail capabilities of the server are operational at peak performance at all times.
  • To solve technical problems through trouble shooting.(Repairs and Maintenance)
3. Team Leadership and Management
  • Contribute to short and long-term organizational planning and strategy as a member of the management team
  • Lead the IT and the customer service coordination department, managing, mentoring and motivating the team;
  • Undertake annual staff performance reviews;
  • Ensure that procedures are properly documented.
  • Ensure that time attendance and execution of duties is at optimum in the department
  • Ensure that staff leave is well managed and allocated
  • Facilitates project teams and client meetings effectively
  • Holds regular status meetings with project team
  • Effectively communicates relevant project information to management
4. Client Management
  • Manages day-to-day client interaction
  • Sets and manages client expectations
  • Develops lasting relationships with client personnel that foster client ties
  • Communicates effectively with clients to identify needs and evaluate alternative business solutions
  • Continually seeks opportunities to increase customer satisfaction and deepen Client Relationships
  • Builds a knowledge base of each client's business, organization and objectives
Organizational Alignment:
 
Reports to: Chief Operations Officer
 
Reporting to this position: Engineers, Technicians, Transport, Stores Operations, Customer Service Coordinators and Subcontractors.
 
Qualifications
 
Academic Qualifications
  • University degree in the field of Information Technology.
  • Seven (7) years direct work experience in a project management capacity, including all aspects of process development and execution.
  • Certifications in Project Management, MCSE, CCNA, CISCO, CITRIX Preferred.
  • Business Acumen highly desirable.
  • Knowledge and experience of Windows administration, Active Directory, Network Services - Dynamic Host Configuration Protocol (DHCP), Voice over Internet Protocol (VoIP), Satellite (VSAT), Domain Name System (DNS) etc Updates Services, DTU (lease lines) is an added advantage.
  • Database and operating systems experience with project management software.
  • Demonstrated experience in personnel management.
  • Experience at working both independently and in a team-oriented, collaborative environment is essential.
  • Experience with a multi-site network (at least 3 sites) with a minimum of 100 users is highly desirable.
  • Can conform to shifting priorities, demands and timelines through analytical and problem-solving capabilities.
  • Reacts to project adjustments and alterations promptly and efficiently.
  • Flexible during times of change.
Work Conditions
  • You may be required to work extra hours to meet project deadlines.
  • Sitting for extended periods of time.
  • Dexterity of hands and fingers to operate a computer keyboard, mouse, and other devices and objects.
  • Physically able to participate in training sessions, presentations, and meetings.
  • Some travel may be required for the purpose of meeting with clients, stakeholders, or off-site personnel/management.

Applications should be done on email to jobs@smoothtel.com.

This positions need to be urgently filled.

Persons that do not meet minimum requirements need not apply

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