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
·
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