Council of Governors
Terms of Reference for a Procurement Assistant
Background: The Council of Governors (CoG) is established under Section 19 of the Intergovernmental Relations Act 2012 with the mandate to
Terms of Reference for a Procurement Assistant
Background: The Council of Governors (CoG) is established under Section 19 of the Intergovernmental Relations Act 2012 with the mandate to
- provide a mechanism for consultation amongst
County Governments,
- share information on performance of the
counties in execution of their functions,
- facilitate capacity building for governors,
and
- consider reports from other intergovernmental
forums on national and county interests amongst other functions
(Section20).
The Council operates under
Sectoral committees which define engagement with The National Government
agencies and other stakeholders.
The Council has established a secretariat that supports daily operations of the Council.
Duties and Responsibilities
The Council has established a secretariat that supports daily operations of the Council.
Duties and Responsibilities
The procurement Assistant will be supervised by the Procurement Officer and will work closely with all Departments/Units and Committee Clerks.
He/ She will provide support to the Secretariat’s procurement unit.
Specific tasks include;
- Arranging for the supply/allocation of office
equipment and supplies, materials, and vehicles as required by the
Department.
- Preparation of specifications, tenders and
schedules; obtaining and negotiating prices; obtaining quotations and
placing orders and processing invoices.
- To ensure that goods purchased are to
specification in terms of quality, quantity and delivery and to advice on
those suppliers who fail to meet specifications.
- To liaise with other Departments in order to
maximize the benefits of bulk purchase.
- Receives purchase and check requests from
thought the COG Departments, checks for accuracy and forwards to
procurement officer.
- Maintains contact with vendors regarding
orders and merchandise.
- Receives Inspects, and Distributes merchandise
to appropriate individuals
- Identifies minority firms as possible
suppliers.
- Prepares periodic reports related to purchasing,
inventory control.
- Conducts annual on-site inventory, prepares
inventory listings to include the location and status of all equipment.
- Evaluates the quality and appropriateness of
supplies and equipment, conducts cost/ quality comparisons prior to
submitting requests to the procurement officer.
- Confers with official from all departments to
determine purchasing needs.
- Obtains and updates information on open market
and contract purchase prices.
- Coordinates expenditure records with COG’S
Accounts payable to assure prompt and accurate payments.
- Procuring of venues for Governors, Deputy
Governors and other stakeholders invited for meetings by Council of
Governors
- Any other duty as assigned.
Requirements
Education: A Diploma in Procurement and supply chain
management. (Bachelors Degree in Commerce or Business Management major in
Procurement and Supply Chain Management will be an added advantage) or any
other relevant field.
Experience
- A minimum of 2 years experience in supply
chain management;
- Familiar with Government of Kenya procurement
rules and regulations;
- Knowledge of the provisions of the
Constitution of Kenya 2010 in regard to devolution.
- Knowledge of record keeping methods and
procedures applicable to purchasing
- Knowledge of the application of bookkeeping
principles and methods to the keeping of procurement records.
- Knowledge of supplies and material utilized in
office, technical or maintenance.
Other requirements
- Demonstrates integrity by modeling CoG values
and ethical standards
- Ability to work under pressure
- Initiative and independence
- Excellent communication skills in English
- Excellent Good report writing skills
Duration: The contract duration is one (1) year with a
possibility of extension, subject to performance and availability of funds.
Terms of Reference for a Procurement Officer
Background: The Council of Governors (CoG) is established under Section 19 of the Intergovernmental Relations Act 2012 with the mandate to
Background: The Council of Governors (CoG) is established under Section 19 of the Intergovernmental Relations Act 2012 with the mandate to
- provide a mechanism for consultation amongst
County Governments,
- share information on performance of the
counties in execution of their functions,
- facilitate capacity building for governors,
and
- consider reports from other intergovernmental
forums on national and county interests amongst other functions
(Section20).
The Council operates under Sectoral
committees which define engagement with The National Government agencies and
other stakeholders.
The Council has established a
secretariat that supports daily operations of the Council.
Duties and Responsibilities
The procurement officer will report
to the Director, Finance and Administration.
He/she will work closely with Heads
of Departments/Units and Committee Clerks.
He/ She will provide support to the
Secretariat’s procurement unit.
Specific tasks include;
- Coordinating internal monitoring and
evaluation of the supply chain functions;
- Preparing of annual procurement and disposal
plans; preparing of tender and prequalification documents for expression
of interest for the Council;
- Establishing controls mechanism, management
and use of materials;
- Proper documentation of all procured items;
planning and co-ordination of purchasing and supply services;
- Controlling requisitions of items and services
in the Council;
- Render support on project start-up procurement
issues as necessary
- Help prepare procurement packages as
appropriate
- Prepare and agree on procurement plan with
stakeholders
- Review technical specifications, refine Terms
of Reference (TOR) and prepare Request for Proposals (RFP) and bidding
documents for the project using standard Government documents and as
approved by the Public Procurement Oversight Authority
- Review and evaluate procurement proposals and
documents received and assist all Units in the process of engaging
consultants and bidders
- Prepare, review and clear TOR’s bidding
documents for all procurement activities required under the project
- Follow up with concerned government
departments and bidding documents approved and issued on a timely manner
according to the approved procurement plan
- Manage the advertising process involved in
procurement, procurement correspondence, bid receipt and bid opening in
strict accordance with the agreed procurement procedures
- Manage the project procurement filing system
in a systematic manner
How to Apply
All interested candidates should send their CV, cover letter, copies of ID, certificates and testimonials to hrcog@cog.go.ke on or before 13th October 2015