Position Title: Procurement Officer
Reports To:
Admin Supervisor
Division:
Immigration & Refugee Program+
(IRP+)
Department:
Administration
Job Location:
Nairobi, Kenya
Grade Level:
Grade 5, Officer, National
Primary Purpose
This position is primarily responsible for carrying out the purchasing and procurement functions of supplies, equipment and services. It ensures procurement of high-quality and cost efficient supplies, equipment and services. The position is also responsible for maintaining purchasing records and facilitating accurate documentation to Finance.
Supervision
This position reports
directly to the Senior Procurement Officer.
Essential Duties
Manages the supply chain
function at CWS which includes procurement of goods and services in a
cost-effective, timely and transparent manner in line with CWS Polices,
Co-operative Agreement and 2 CFR 200
Ensures all approved quotations are
captured in SAGE and approved LPOs sent to the vendors
Reviews invoices and ensures complete
documentation (GRN, Invoice, Delivery Note, LPO) and submits to finance for
payment
Manages the flow of complete procurement
documents between the departments
Assists in conducting market research to
capture the current cost, evaluate offers from vendors and negotiate better
prices
Tracks vendor invoices and utilities on
the procurement excel spread sheet
Prepares VAT and DUTY exemptions for
Ministry of Foreign Affairs and Kenya Revenue Authority in IPMIS system
Regularly updates the Note Verbal excel
sheet
Participates in budget preparation by
researching cost estimates of proposed items
Analyzes incoming bids by coming up with a
comprehensive analysis on the requirements of the bid for review by the
committee meetings
Prepares the Request for proposal (RFP)
reports for tender committee review
Completes vendor forms and updates the
scans and the vendor list on the fileserver
Ensures reconciliations for vendors by
comparing invoices and payments
Participates in developing, facilitating,
implementing, monitor and reviewing procurement plans
Responsible for managing all updated
procurement contracts, coordinate and monitor the supply chain function to
ensure compliance with procurement policies and practices and donor requirements
Liaises with vendors to create realistic
delivery schedules and compare actual deliveries in order to evaluate vendor
performance and responsiveness
Coordinates and facilitates the vendor
pre-qualification process
Ensures procurement records are accurate,
up to date and in compliance with donor policies
In coordination with other departments
establishes detailed requirements for office supplies, equipment and other
goods and services required
Tracks orders to ensure timely deliveries
Builds and maintains positive
relationships with all members of staff, and contactors both within and outside
CWS Africa
Performs any other duties as assigned to
improve the operations of CWS Africa
Qualifications
Education:
Bachelor’s Degree or
equivalent in Business Administration, Supply Chain Management, Public
Administration, Procurement or other related field required
Diploma in Purchasing and Supplies
Management is preferred
Membership of a professional body such as
KISM, CIPS e.t.c required
Experience:
Five (5) years’ experience
in procurement or with similar administrative responsibilities
Knowledge/ Skills:
Demonstrated excellent
computer skills for Microsoft Word, Excel, Access and Outlook
Working knowledge of SAGE and 2 CFR 200
Demonstrated strong organizational and
time management skills
Strong written and verbal English skills
Abilities
The Procurement Officer must have the ability to:
communicate effectively
both verbally and in writing;
follow instructions from the Supervisor
with a positive and receptive attitude;
deal effectively and courteously with a
large number of associates, outside agencies, applicants and members of the
general public;
conduct oneself in a professional and
courteous manner to represent the best interests of RSC Africa and CWS/IRP;
maintain a high performance standard with
attention to detail;
carry out all of the duties of the
position efficiently and effectively with minimal supervision;
take initiative;
maintain strict confidentiality with RSC
Africa administrative and operational information;
manage a large and diverse workload under
pressure with competing priorities;
work well as a team in a multi-cultural
environment while maintaining a high level of motivation;
effectively manage RSC Africa’s resources;
actively participate in the implementation
of the U.S. Government Operational Refugee Processing Program in Africa;
Physical requirements: This position
requires bending, sitting, standing, walking, handling objects (manual
dexterity), reaching above shoulder level, using fine finger movements and lifting/carrying
light loads.
Working
environment: Normal office working conditions
Special Requirements:
Certificate of Good
Conduct issued within the last one year (12 months) required before the start
of employment. Employee will be entrusted with the receipt, custody and payment
of money.
Competencies Communication
Ensure effective exchanges
of information with others. Examples of skills and behaviors include speaking
to others respectfully; expressing ideas in a logical, organized way; sharing
information appropriately; and clarity and conciseness in written
communication.
How to Apply
