Heshima Kenya
Position: Procurement Coordinator
Term: Full-Time 1-year renewable contract
Position Overview: Heshima Kenya is a nonprofit organization based in Nairobi Kenya dedicated to identifying, protecting and empowering unaccompanied refugee minors, especially adolescent girls, through our specialized shelter, education and advocacy programs.
Position: Procurement Coordinator
Term: Full-Time 1-year renewable contract
Position Overview: Heshima Kenya is a nonprofit organization based in Nairobi Kenya dedicated to identifying, protecting and empowering unaccompanied refugee minors, especially adolescent girls, through our specialized shelter, education and advocacy programs.
The Procurement Coordinator
core responsibilities include strategizing to find the most cost-effective
deals and suppliers.
The coordinator will be
expected to lead in getting the best ways to minimize our procurement expenses
to enable Heshima Kenya invest in its growth and persons of concern.
The Procurement Coordinator
will manage project procurement and ensure compliance with HK policies,
contractual terms and other applicable rules and regulations, support the
procurement of a wide-range of goods, commodities, and services through
subcontracts and purchase orders.
The role will undertake
procurement functions that include preparing specifications and solicitation
documents, managing bid evaluations and overseeing vendor selection
process.
Ensuring supply planning to
meet project needs and requirements; achieving compliance to Donor Grants and
HK procedures and systems and upholding high standards in Procurement &
Supplies ethics.
Primary Duties & Responsibilities
Primary Duties & Responsibilities
- Manage
supplier’s relationships, contacts, and pre-qualifications lists.
- Examine and re-evaluate
existing contracts
- Track and
report key functional metrics to reduce expenses and improve effectiveness
- Control
spending and build a culture of long-term saving on procurement costs
- Review and
finalize details of orders and deliveries
- Perform risk
management regarding supply contracts and agreements
- Collaborate
with program managers to ensure the clarity of the specifications and
expectations of the organization
- Maintain
procurement files (paper and electronic backup) according to the policies,
procedures and regal requirement.
- Provide
procurement procedures and policy guidance and interpretation to program
staff.
- Coach, mentor,
and train program staff on procurement policies and procedures.
- Support the
procurement of a wide-range of goods, commodities, and services through
sub-contracts and purchase orders.
- Develop tools
and forms required for procurements, contracts, and other agreements such
as bid analyses and selection and negotiation memos.
- Undertake
procurement functions that include preparing specifications and
solicitation documents, managing bid evaluations.
- Manage the
project procurement and ensure compliance with HK policies, contractual
terms and other applicable rules and regulations.
- Liaise with the
Finance Department to ensure correct vendor payments, follow through on
financial procurement budgets and accuracy of financial procurement
documentation presented;
- Manage
communication with vendors and staff to facilitate smooth implementation
of procurement procedures.
- Draft requests
for quotations and proposals
- Facilitate and
follow up on approvals of requisite documents required in the procurement
process;
Required Skills, Experience
and Academic Qualification
- Sound knowledge
of procurement procedures and systems
- Good judgement
and initiative
- Knowledge of
sourcing and procurement techniques as well as a agility in “reading” the
market trends
- Experience in
collecting and analyzing data
- Outstanding
negotiation and networking skills
- Good
understanding of project cycle and time management
- High levels of
courtesy, listening and communication skills
- Very analytical
and keen on attention to details
- High level of
integrity
- Computer
literate especially knowledge of MS Access databases, Excell, word
- University
degree in Supply chain management, Business Administration or related
field with 3 years of practical experience in similar position.
- Postgraduate
diploma in Purchasing and Supplies (CIPS)
- Membership of
Kenya Institute of Supplies Management
- Three (3)
years’ experience in procurement a must.
- Excellent
interpersonal and communication skills
- Negotiation
skills
- Certified
knowledge of donor rules and regulations on procurement and funds
management.
- Computer
literacy
- Planning and
organizational skills
How to Apply:
Application Instructions:
Your application should be send to the address below indicating the position applied in the email subject by close of business Friday 28th October 2016.
Application Instructions:
Your application should be send to the address below indicating the position applied in the email subject by close of business Friday 28th October 2016.
It should include a cover
letter & a detailed CV (as one document) with your contact details, details
of current and expected remuneration, names and contacts of three referees.
Please note that we do not charge fees for receiving or processing job applications. Heshima Kenya is an equal opportunity employer.
NB. All applications should only be send through the email.
Heshima Kenya
Please note that we do not charge fees for receiving or processing job applications. Heshima Kenya is an equal opportunity employer.
NB. All applications should only be send through the email.
Heshima Kenya
P.O Box 63192 – 00619
Nairobi Kenya
Email: hr2016@heshimakenya.org
Only shortlisted candidates will be contacted.
Email: hr2016@heshimakenya.org
Only shortlisted candidates will be contacted.
