Procurement Officer Job in Kenya

Job Title: Procurement Officer

Hiring Organization: Lutheran World Federation
Location – Locality: Nairobi
Location – Region: Kenya
Industry: Non Profit
Job Type: Full Time
Salary: KES
Date Posted: 05/22/2024

The Lutheran World Federation, Kenya-Somalia Program – Procurement Officer – Nairobi (Open to Kenya Nationals Only). The Department of World Service (WS) of the Lutheran World Federation (LWF) is the humanitarian and development arm of the Lutheran World Federation. WS provides support to refugees, returnees, internally displaced people, their host communities and communities at risk, focusing on livelihoods, quality services, protection and social cohesion. The Kenya-Somalia Program has been implementing such interventions in Kenya and Somalia since 1992.

Department Summary:

The LWF World Service Procurement Unit is responsible for managing the procurement process in line with established procedures whilst ensuring economy, efficiency, transparency, fairness, accountability/ethical standards and promoting competition; Assisting with formulating and implementation of the Procurement Strategy and ensure that that Procurement Committee are acting promptly within the timeframe set by Procurement Policy and Regulations.

Overall Purpose/Broad Function:

Under the supervision of the Human Resource & Operations Manager or his/her delegate, the Procurement Officer will be responsible for coordinating activities of procurement to ensure successful delivery of procurement goods and services for the LWF World Service.

Key Duties and Responsibilities:

Provide technical oversight and ensure proper procurement practices and procedures are in place and maintained according to organizational policies (LWF Code of Conduct, Procurement Manual & Safeguarding Principles) and donor rules and regulations

Prequalify suppliers and service providers and maintain the supplier database. Ensure that all suppliers and service providers are continuously screened for terrorism activities on the CSI watchdog site.

Oversee the cost effective acquisition of goods, services and works for the smooth running and implementation of all LWF projects (Prepare Terms of Reference (TORs), Bid Documents, Requests for Quotation, Request for Proposal (RFQ, RFP), advertise RFQ & RFP in appropriate media and facilitate the evaluation of bids received.

Prepare all contracts for the Country Representative’s signature and manage the contracts with suppliers and service providers of projects and office operations’ goods, services and works.

Ensure contract performance, process payment requests with appropriate supporting documents. This will also involve maintaining an invoice register and processing all V.A.T. exemptions.

Ensure that local market surveys are regularly carried out, to ensure a full knowledge of the availability and price of local items.

Build relationships with approved suppliers to ensure effective and efficient cost and quality delivery of goods and services to the organization.

To maintain a filing system for all procurement documents.

In conjunction with relevant manager’s review, develop and implement systems to improve transparency. Ensure adequate anti-fraud procedures are in place to detect and ultimately prevent loss or fraud.

Supervise staff in the unit in accordance with Human Resource procedures and policies to ensure that they maintain the highest standards of accountability and professionalism. This includes appraisal, objective setting, development plans, establishing and monitoring work plans.

Ex officio member of the Procurement Committee and Secretary to the same.

Supervisory Responsibilities:

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)

Certification in Humanitarian Supply Chain Management is desirable

Strong working knowledge of English (spoken and written).

Minimum of five years of professional experience in relevant field with at least three years of experience from an international organization in a similar role.

Experience in planning and implementation of procurement in a busy environment.

Proven ability in identification and planning for future needs as well as dissemination of best practices.

Working knowledge of international procurement standards and procedures.

Experience in managing suppliers and contract relationships.

Proven track record of successfully managing risk in a procurement environment.

Excellent computer skills(e.g. MSWord, Excel, PowerPoint, Access)

Other Specific Skill Requirements:

Good communication and excellent interpersonal skills.

A team player who is responsible, diplomatic and confident at dealing with people at all levels.

Good analytical skills, computing, and a problem-solving attitude.

Be methodical and adaptable.

Planning and organization skills.

Attention to detail is essential.

Ability to work under minimal supervision.

Ability to work under pressure and beyond regular working hours when required.

Success Factors:

A clear understanding of finance and procurement ethics as well as the willingness and ability to enforce compliance with LWF World Service and donor policies and procedures is essential. The ability to interact effectively with international and national staff members is required. A demonstrated ability to work quickly and accurately, meet deadlines and process information in support of changing program activities is necessary.

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