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Procurement Officer Job in Nairobi, Kenya

Job Title: Procurement Officer

Job Code: PO/RS/161221
Number of Positions Open: 1

Reports To: Operations Director
Location: Nairobi, Kenya

Closing Date: Open Until Filled

Job Purpose: Responsible for the efficient coordination and management of all procurement functions for our client’s School; and implementing the procurement strategy to support our client’s overall strategy.

Key Responsibilities:
  • In liaison with the Operations Director, develop and implement procurement policies and procedures of Our client School, implement internal controls that are in line with the policies and procedures.
  • Implement the procurement process for our client, and manage and control the procurement budget to maximize savings.
  • Work with internal and external stakeholders to determine procurement needs, quality, and delivery requirements
  • Assist in the development of specifications for equipment, materials, and services to be purchased.
  • Develop and maintain purchasing records, reports and price lists.
  • Assist in the development of specifications for equipment, materials and services to be purchased.
  • Review stock management system to determine re-order requirements, identify the most suitable supplier from the pre-qualified suppliers;
  • Receive approved requisitions and prepare and dispatch LPOs as needed for provisions and follow up to ensure timely delivery;
  • Monitor unfilled orders and if necessary consult requisitioning managers for alternative specifications, or to guide on alternative suppliers.
  • Ensure quality products are sourced and supplied at the best prices.
  • Collect and collate information/statistics in preparation for negotiations and renewal thereof of service contracts for equipment and machinery.
  • Coordinate the printing and ordering of stationery, price reviews on all types of stationery, obtaining quotations from suppliers to facilitate negotiations for good prices.
  • Verify bills against orders before forwarding for authorization and eventually, payment by Finance department.
  • Comply with and maintain knowledge of applicable rules, legislation, standards and best practices.
  • Establish and negotiate contract terms and conditions, and maintain supplier relationships.
  • Administer contract performance, including delivery, receipt, warranty, damages and insurance.
  • Comply with and maintain knowledge of applicable rules, legislation, regulations, standards, and best practices.
  • Develop and maintain constructive working relationships with colleagues and management.
Key Performance Areas:
  • Obtain value for money from supply chain process
  • Effective and efficient coordination of the procurement process
  • Promote an understanding of best-in-class procurement competencies for our client
Key Performance Measures:
  • Goods and services delivered on time
  • Receipt of correct order quantities
  • Working within reasonable purchasing spend
  • Internal customer satisfaction
Qualifications, Training and Experience: 
Academic and professional qualifications
  • Bachelor’s degree in Procurement or Supply Chain Management;
  • Three years’ procurement and contract management experience, preferably in an academic institution;
  • Possession of a professional procurement qualification, such as C.I.P.S;
  • Registration with KISM;
  • Willingness to put in extra hours in emergencies.
  • A degree, diploma or higher qualification in building and construction or engineering
  • Fully conversant with Health and Safety issues
Technical knowledge, skills and competencies
  • Ability to write narrative and analytical spread sheet reports;
  • Proven computer literacy in MS-Word, MS-Excel MS-Access or related programs required;
  • Ability to plan, prioritize, coordinate and perform multiple tasks simultaneously;
  • Ability to work under pressure and to meet deadlines;
  • Spoken and written fluency in English desired; and
  • Customer service skills
  • Conflict resolution skills
  • Ability to interact positively with management, and other employees, to promote a team effort and maintain a positive and professional approach.
  • Ability to produce a high volume of work in a timely manner, which is accurate, complete, and of high quality.
Experience Required
  • At least 6-8 years of relevant and progressive work experience gained working in large educational institutions, 3 of which should have been spent at a supervisory level.
Personal Attributes
  • Trustworthiness
  • Integrity and professionalism
  • Time management skills
  • Problem solving and negotiation skills
  • Decision making and leadership skills
How to Apply:

Interested candidates holding the necessary requirements, good performance and / or references are encouraged to apply with detailed CV’s, inclusive of names and contacts of 3 referees, current telephone number and email address by clicking on: Procurement Officer

Kindly include your current and expected remuneration in your resume.

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