Supply Chain Officer Job in Kenya

Unit Summary:

The job holder is responsible for implementing procurement, transport, storage and inventory management activities for LWF Kakuma project in line with organizational policies and standards.

Overall Purpose/Broad Function:

The purpose is to work & improve the proper operations, management and functioning of the Supply Chain department work closely with other departments.

Ensure adherence to guidelines, procedures and policies drawn from the organizations procurement manual.

Key Duties and Responsibilities:

Responsible for managing all logistical aspects of the project, namely procurement, transport and stores based on LWF/DWS policies and guidelines.

Responsible for ensuring project proposals and budgets reflect logistical considerations

Responsible for developing and implementing procurement plans

Coordinate effective transport of project supplies and personnel; ensure all legal, insurance and maintenance issues are properly addressed.

Planning and scheduling of transport, supervising transport staff and maintaining proper records of vehicle maintenance and servicing

Monitoring the use of vehicles and ensuring adequate controls over the use and movement of LWF/DWS vehicles.

Ensure integrity in the procurement process including quotation, negotiation, award and management of supply and service contracts.

Enhance the control systems in procurement, transport, stores, by conducting regular and timely checks and inspections.

Responsible for conducting timely performance evaluations for drivers and implementing staff development plans.

Prepare weekly, monthly, quarterly and annual reports for transport, procurement and warehousing activities and status or as may be requested from time to time by the area manager.

Sourcing quotations from our pre- qualified suppliers and analyzing them.

Ensuring right descriptions of items and sample are provided where necessary

Processing documents for several signatures as required by the policy.

Providing Clerical services such as processing purchase order.

Providing systematic and organized filling system for all reports both in soft copy and hard copy.

Preparation of payments on time such as forwarding all serviced invoices to Finance for payments.

Making all follow ups with suppliers to supply goods within the time given.

Sending out tenders and preparation of selected tenders Contracts when necessary.

Ensuring the right goods are bought at the right quality and the right quantity.

Making follow ups to supplier’s payments to ensure that they are paid on time and no delays in supplies

Notifying the program any changes in prices in the market.

Issuing of all ready Contracts and PO, s to the contractors and suppliers.

Supervisory Responsibilities:

Ensure integrity in the procurement process including quotation, negotiation, award and management of supply and service contracts

Provide orientation to new staff and visitors on Supply Chain department for LWF Kakuma field office

Provide guidance to program staff on procurement procedures

Review documents shared by project staff for payment processing

Support and confirm delivery of items received at the stores when required

Education/Professional Designations/Experience:

Bachelor’s degree in Supply Chain Management or related field.

Relevant professional qualification in Procurement and/or Supply Chain Management (CIPS qualification or equivalent) is an added advantage.

Minimum of seven years (7) of professional experience in relevant field with at least three years of experience from an international organization in a similar role

Practical experience in MS word, Excel and other program

Other Specific Skill Requirements:

Strong interpersonal skills and a good team player.

High level of integrity, commitment and professional responsibility.

Ability to tolerate cultural, educational and religious diversity in the work place.

Excellent communication, organization and presentation skills.

Good analytical and problem solving skills.

Ability to work independently with guidelines and clear expectations

Success Factors:

A clear understanding of the procurement manuals and following the right procedure when procuring and also ability to enforce compliance with LWF World Service and donor policies and procedures

High level of dependability and productivity at the work place

Excellent problem solving and decision-making skills

A demonstrated ability to work well as a team player with high degree of initiative, flexibility and tolerance

A demonstrated ability to work quickly and accurately, meet deadlines and process information

High level of accountability, honesty, transparency and professional integrity

Promoting team work within the organization while working with other colleagues.

How To Apply

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