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Deputy Head, Procurement and Stores Job in Kenya

We are a medium sized company dealing in imports and exports.

We are seeking self driven, exceptional and suitably qualified individual to fill the position of:

Deputy Head, Procurement and Stores
Role Objective / Summary:  To ensure effectiveness of existing controls and efficiency of the procurement process through cost effective and timely delivery of quality products and services to support the day to day operations of the business as well as maintenance of inventory from the receipt of goods in the stores until final destination to the customer.
Role and Duties:
  • Providing leadership and management to the purchasing department staff (procurement and stores), managing their performance, motivating, coaching and training them accordingly
  • Development, facilitation, implementation, monitoring & review of procurement / stores policies and procedures
  • Liaising closely with other departmental heads to plan procurement and inventory requirements. Receive requests from different sections and prepare purchase plans with a view of ensuring cost effectiveness, timely procurement and quality goods
  • Build and maintain effective supplier relationships to ensure that supplier performance consistently meets and exceed business expectation. This will include measuring supplier performance in terms of time / delivery of quality products
  • Ensure smooth, speedy and efficient procurement of goods and services by ensuring that once goods are ordered there is follow up and they get to the customers at least within three days
  • Ensure that the warehouse is well arranged and that all items are well labeled and arranged for easy of counting during stock take and easy identification of items as well as ensure that bin cards are updated at all times
  • Forecast procurement needs and establishing lead times for various commodities
  • Ensuring that international purchases are processed efficiently from order, shipping to clearing. This will include liaison with the import company / agent
  • Negotiate and agree on best prices, favorable credit and payment terms with the suppliers
  • Conduct first review of supplier invoices to ensure compliance with order and goods received at warehouse
  • Prepare payment request and liaise with finance department to ensure accurate and timely payment of invoices, as necessary for the business with the suppliers
  • Organize the preparation of bid bonds, performance bonds, marine insurance cover and letters of credit as well as ensuring these are sent to the respective persons.
  • Follow up and ensure cancellation of expired bid bonds and performance bonds
  • Ensure quarterly stock takes in conjunction with the stores supervisor. Analyze and explain all stock variances if any
  • Advise the Finance manager on best procurement and stores management procedures
  • Oversee the procurement of company assets in a timely, efficient and cost-effective manner
  • Ensure stocks are managed at optimum levels to avoid overstocking or under stocking
Minimum Qualifications
  • A Undergraduate degree in a Business related course or equivalent
  • A chartered institute of purchasing and supply (CIPS) qualification
  • A masters degree will be an added advantage
  • Minimum 7 years senior management experience in Procurement or Supply Chain Management
  • Must be conversant with handling purchases from abroad
  • Experience in developing inventory and procurement systems within an ERP environment
  • Working knowledge of import and export requirements
  • Specific experience in managing diverse and dynamic teams with a proven track record of engaging and / or managing staff and partners at both senior and junior levels
  • High level of integrity
Additional Skills:
  • Strong strategic thinking, formulation and implementation skills including the ability to communicate strategy and impact concisely and simply
  • Strong leadership and management skills
  • Strong presentation, communication and personal effectiveness skills, with the ability to influence others to achieve objectives and gain consensus
  • Sound decision making and judgment capabilities
  • Good problem solving and analytical skills
Interested qualified candidates are invited to submit their application letter indicating current and expected salary, detailed curriculum vitae, copies of certificates, details of three (3) referees on or before 23rd June 2016 to:

Only successful candidates will be contacted.

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