DAFINA CONSULTANTS LTD
Turning Human Capital into Treasure
3rd Floor, Bekim House, Crossway Road, Westlands
P.O. BOX
74001-00200,Turning Human Capital into Treasure
TEL: +254 771 – 093 503 Nairobi. Kenya
MOBILE: +254 737 – 197 444 EMAIL: dafina@wananchi.com
Date: 13thMarch, 2013
Job Title: Procurement Officer
Reporting: Finance Manger.
Role Objective
Our Client is an ICT firm specializing in; Audio Visual,
Multiuser computing, Unified Communication, Plantronics headsets, Network
Solutions and Security Solutions seeks to recruit a procurement officer who
will supervise, assign, review and participate in the work of staff responsible
for volume purchasing services.
The position holder will work closely with and in conjunction
with the Customer Service Coordinators, Office Administrators, Procurement
Officers and Operations Manager in ensuring adequate management of materials
and material flow to support those operations.
Duties and Responsibilities
Duties and Responsibilities
1. Controls, policies and procedures
- Set
up and maintain a control framework to ensure that all procurement
activities are effectively managed and are in accordance with the Contract
Regulations, Procurement Act and Financial Regulations
- Review
and develop the Procurement Strategy covering each of the key business
areas
- Develop
the Procurement Procedures to ensure that relevant staff know when they
are required to engage with the procurement team
- Ensure
that the correct procedures are followed in respect of all major
procurement activities
- Continually
develop procurement expertise across the company to support staff
development, knowledge and expertise in procurement activities.
2. Contract, Services and Supplier Reviews
- Set
up a process of review for all Contracts, Supplies and Suppliers ensuring
that maximum value for money benefits are achieved through supplier rationalization,
developing an Approved Supplier list
- Encourage
effective contract management across the business with regular reviews,
development of Service Level Agreements and key performance measures
- Build
and develop good relationships with key suppliers to ensure best value for
money and customer satisfaction with services provided
- Ensure
that all areas of concern are identified and addressed as early as
possible, with remedial action taken
- Engage
with Procurement Consortiums to ensure that value for money and economies
of scale are used to company’s benefit, where appropriate
- Monitor
trends in supplier and contract base and propose / implement plans to
respond to such trends
- Ensure
that the central Contract Register is maintained, together with master
contracts
3. Procurement function
- Ensure
that the necessary training is provided to the members of the procurement
team to enable them to support the business wherever possible
- Identify
and develop procurement training for non-procurement staff
- Establish
a central procurement plan covering a rolling 3 year period to ensure that
all activities can be forward planned and that adequate resources exist
- Engage
with the business to identify the key procurement priorities and ensure
that resources are assigned accordingly
- Manage
the engagement of procurement consultancy where specialist services are
required or existing resources cannot meet requirements
- Minimize
the use of external procurement consultancy and deliver a value for money
service to the business
4. Value for Money and Reporting
- Set
procurement savings targets each year in conjunction with the Procurement
Officer and monitor delivery against targets
- Prepare
a quarterly report to the Procurement Officer, Finance and Human Resources
Manager and Management providing a review of procurement activities and
achievements
5. Relationships
- Take
full line management responsibility for the buyers paying particular
attention to training, development, performance management and supplier
relationships
- Develop
and maintain effective relationships both internally and externally, with
all stakeholders including suppliers, customers and colleagues
- Ensure
that the department members develop and maintain highly effective internal
and external communications
- Ensure
that the department deliver a professional buying service to external and
internal customers
6. Operational
- Ensure
that prices negotiated with suppliers are set a level where company
can benefit from savings
- Ensure
that, at price reviews, any increases are kept to a minimum and
implemented only when fully justified ensuring that point 1 above still
applies
- Ensure
that all suppliers pricing information is up to date and stored, in
accordance with procedures, on the Client Relationship Management System
(CRM)
- Maintain
accurate and up to date supplier agreements, trading terms and details of
rebates for those suppliers within your portfolio
- Carry
out pricing audits
- Ensure
up to date hard copy price lists and product information are readily available
for product management
- Ensure
that the Product Managers are kept up to date with supplier details,
(prices, product range, key field and office contacts etc.)
- Arrange
and attend regular meetings with suppliers both on site and, when
beneficial, at supplier premises
- Accurately
invoice rebates from suppliers, based on purchase data received
- Analyze
any new supplier proposals including pricing, due diligence reports etc
- Manage
own correspondence and administration professionally and efficiently
- Fulfil
the day to day operational responsibilities associated with supplier
management
7. Inter-departmental responsibilities
- Develop
and maintain effective working relationships with all department head
especially those responsible for the product management
- Attend
and contribute to the monthly Product Managers meetings
- Promote
effective liaison within the department to ensure that all the supplier
information required for the production of marketing literature is
supplied in the relevant format and to agreed deadlines. This includes but
is not limited to the annual directory, newsletters, website
- Work
with suppliers and buyers to ensure that the supplier contributions to any
marketing activity add real value and promotes increased customer spend
8. Related assignments
- Perform
other related duties or assignment as directed.
Skills Set Needed
- Materials
handling experience commensurate with duties and responsibilities of the
position
- Easy
to contact and to communicate and work with
- Exhibits
a sense of urgency when necessary
- Good
oral and written communication skills
- Ability
to issue and explain good instructions
- Working
knowledge of computer systems, ability to learn CRM input, retrieval and
use
- Understanding
of the proper use of Work Orders, priorities and schedules
- Ability
to work in a team environment, fully supporting the goals and objectives
of the sales, maintenance and operations efforts
Desirable
- Diploma
in Purchasing & Supplies
- Minimum
5 years’ Telecommunications/ I.T procurement environment experience.
Disclaimer
Candidates who do not meet the minimum requirements stated above
need not apply.
ONLY candidates fulfilling the requirements of the positions should email their application together with a detailed and updated CV, indicating your availability, expected and current salary via email to: therecruiter@dafinaconsultants.com
ONLY candidates fulfilling the requirements of the positions should email their application together with a detailed and updated CV, indicating your availability, expected and current salary via email to: therecruiter@dafinaconsultants.com
On the Subject line clearly indicate “Procurement
Officer”.
Deadline for application is 28th March 2013.