Associate,
Procurement
Description
About Evidence Action
Evidence Action is a
global non-profit organization with an approach distinctive in international
development – we exclusively scale interventions that are backed by strong
evidence and can be delivered with exceptional cost-effectiveness. Our programs
have grown since our founding in 2013 to reach over 280 million people
annually. We deliver high impact for every dollar spent, as recognized by
GiveWell, The Life You Can Save, and Charity Navigator.
We do development
differently. We take a data-driven approach to identifying, scaling, and
continuously improving programs which deliver immense impact, ensuring these
solutions measurably improve the lives of millions. Our Deworm the World
Initiative has helped governments in Africa and Asia deliver over 1.4 billion
childhood deworming treatments, improving health, education, and incomes.
Dispensers for Safe Water provides sustained safe water access to over 4
million people in rural Africa, preventing childhood illness and deaths.
We drive innovation. Our Accelerator builds the next generation of exceptional programs, taking an approach most similar to a venture capital model. We are ruthless in exiting programs which do not meet our criteria; those that advance deliver outsized impact for millions of people.
We are global. Across
eight countries in Africa and Asia, our 400+ people are united by a tremendous
passion for our mission and impact. We are strong because of our diversity of
experience, geography, and background – with over 90% of our people in the
countries where our impact is focused.
We have big ambitions. Our
goal is to double our impact by 2024, to fulfill our vision of a world where
hundreds of millions of people in the poorest places have better opportunities
and their lives are measurably improved. We believe in bold and urgent action –
because poverty doesn’t wait, and neither should we.
We need great people. Our
success to date is due to the collective work of our amazing staff. To achieve
our ambitious goals, we are looking for people who share our passion for
evidence, cost-effectiveness, and scale. We seek individuals who take an
entrepreneurial approach, enjoy tackling hard problems, and have a bias to
action and results. If our vision and approach excite you as much as it does
us, we invite you to join us.
Job purpose
The Associate, Procurement
will be a key member of the FAO Team, providing strategic oversight and
planning of the dispenser hardware supply chain. The incumbent is required to
support the procurement activities in the Nairobi Office.
Under the guidance and
supervision of the Associate Manager, Operations the Associate, Procurement
provides administrative support in the management of a variety of
processes/transactions in implementing procurement and contracting of
commodities, materials, equipment and services for the Nairobi EA Office,
ensuring high-quality and accuracy of work. The incumbent will use their own
discretion to address unforeseen situations, seeking advice from and/or
reporting to the supervisor as applicable. The Associate, Procurement will
liaise with heads of departments in order to ensure the best support, all while
promoting a client, quality and results-oriented approach.
Duties and
responsibilities
a) Procurement Operations:
- Supervise
the casual staff in the procurement department ensuring the department
activities are conducted in accordance with the procurement policy and
with utmost professionalism.
- Conduct
local procurements and manage the entire procurement cycle, including but
not limited to sourcing for bids, analysis, issue of Purchase orders,
expediting orders, receipt of orders, inspection, verification of invoices
and processing of payments.
- Ensure
the procurement policy is adhered to for all purchases at Evidence Action
and liaise with the Associate Manager of Operations for any revisions and
updates needed.
- Reviewing
invoices, delivery notes and purchase orders and initiating payment and
facilitating timely payments.
- Creation
and maintenance of preferred supplier list for Nairobi.
- Managing
Inventory and Property registers for the organization as will be delegated
by the Operations department.
- Taking
up insurance covers for inventory and property within Nairobi &
western Region while working with the Operations department.
- Prepare
procurement status reports for Nairobi to reconcile with the overall
country procurement plan and report on any deviation.
- In
collaboration with the Associate Manager of Operations, support in
enforcing the mainstreaming of procurement best practices across the
organization to enhance the efficient and timely servicing of procurement
requests.
- In
collaboration with other procurement team members support the existing
SOPs for procurement, recommend changes and once approved support in
enforcing compliance of the same across the organization.
- Lead
in the annual supplier prequalification process ensuring that the process
is conducted professionally and in a timely manner and all documentation
needed for the process is updated and supplier records are properly filled
in an organized and efficient manner.
- Participate
in the tendering processes to manage tender lists, manage the dispatch of
tender documentation and quotations in accordance with the governing laws
and coordinate responses to tender enquiries as appropriate.
- Maintain
and Manage the NTSA portal on behalf of EA Kenya.
b) Procurement
Documentation:
- Take
charge of the necessary relevant procurement documents including but not
limited to quotes, LPOs, supplier invoices, Supplier statements, Kenya
revenue Pins, approved bank details, supplier contact info and any other
documentation that may be required and hand over the same to the Finance
team- Payables to support financial transactions between the organization
and its suppliers.
- Maintain
records to ensure that procurement process, decisions and contractual
agreements are accurately documented for accountability and audit purposes.
- Ensure
all payment requests are submitted in a timely manner and update the
payment trackers on time
- Support
the procurement team in the preparation of RFQs, and organizing and
maintaining the box filling system for the Kenya procurement.
c) Vendor Management:
- Identify
and negotiate with suppliers to ensure transparent and cost-effective
sourcing
- Ensure
that the vendors are compliant with the Organizational policies and
procedures put in place. E.g. CSI Checks etc.
- Preparation
of vendor contracts, amendments to existing contracts and other contract
management requirements.
- Act
as the focal person for communication with the Nairobi vendors on behalf
of Evidence Action.
Key Performance Indicators
The key results have an
impact on the execution of the Nairobi Office- Procurement Service management
in terms of quality and accuracy of work completed. Accurate data entry and
financial information, presentation of information and client-oriented approach
enhance the Procurement Unit’s capability as an efficient department.
Qualifications
- Bachelor’s
degree in Procurement or Supply chain management
- A
minimum of 2 years experience having supported in a similar
position/operations in an NGO set up.
- At
least CIPS level 4 will be an added advantage,
- Membership
of Kenya Institute of Supply Management
- Excellent
knowledge of the local regulatory environment, including knowledge of
customs clearance and importing processes.
- Knowledge
and a strong understanding of the Public Procurement Act (2005) laws of
Kenya.
- MUST
be Proficient in Microsoft Office programs, particularly Excel and google
suite applications.
How to Apply
CLICK HERE TO APPLY
Working conditions
The official working hours
are 8:00 am to 5:00 pm from Monday to Friday. However, this job requires a
flexible person as one may work beyond official working hours including
weekends.
