Procurement Senior Associate Job in Kenya

Job Title: Procurement Senior Associate

Hiring Organization: Evidence Action
Location – Locality: Nairobi
Location – Region: Kenya
Industry: NGO
Job Type: Full Time
Salary: KES
Date Posted: 05/13/2024

Evidence Action is a global nonprofit 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 515 million people globally with our interventions. 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 1.8 billion childhood deworming treatments, improving health, education, and incomes. Dispensers for Safe Water provides sustained safe water access to over 10 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 nine countries in Africa and Asia, our 700+ 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. Over the next decade, we’re setting our sights higher: We aim to reach over 600 million people globally 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

Senior Associate Procurement will be a key member of the Finance & Operations (FO) department providing overall leadership of the procurement department while undertaking their mandate of strategic oversight, planning and overall management of the procurement unit. The position holder will provide support to both Nairobi & Nyanza/ western procurement teams under the Kenya country operations. The Operations Unit focus on delivering and optimizing current procurement needs ensuring that deliveries are available in the most cost-effective way and promptly. The Procurement unit will be focused on ensuring the lifetime cost of a product is minimized and that the supply chains are well-designed and cost-effective.

Duties and responsibilities

Under the guidance and supervision of the Associate Manager of Operations, the Senior Procurement Associate provides administrative support in the management of a variety of processes/transactions in implementing procurement and contracting of commodities, materials, equipment and services in Kenya, ensuring high quality and accuracy of work. He/she uses his/her discretion to address unforeseen situations, seeking advice from and/or reporting to the supervisor as applicable. The Senior Associate Procurement liaises with heads of departments to ensure the best support. In performing his/her work, the Senior Associate Procurement promotes a client, quality and results-oriented approach.

Key Functions:

Procurement Operations:

Liaise with various requesting departments within Evidence Action to ensure any requirements for procurement support are identified, approved and procured in a timely, well-documented and cost-efficient manner.

Supervise the 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 accurate and timely payment of invoices, as necessary for the organization with the suppliers.

Ensure the procurement policy is adhered to for all purchases at Evidence Action and liaise with the Associate Manager, Operations or any revisions and updates needed.

Implement an annual planning process to streamline repetitive procurement of goods to increase competitive tendering and internal processes.

Prepare Country procurement status reports to reconcile with the procurement plan and report on any deviation.

In collaboration with the Associate Manager Operations, enforce the mainstreaming of procurement best practices across the organization to enhance the efficient and timely servicing of procurement requests.

Review 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 are updated and supplier records are properly filled in an organized and efficient manner.

To 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.

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.

Ensure a centralized and uptodate supplier database containing key supplier information.

Ensure all payment requests are submitted promptly and update the payment trackers on time

Support the procurement team in the preparation of RFQs, organizing and maintaining the box filling system for the Kenya procurement.

Support the procurement team in buying/sourcing all program supplies within the approved timelines and standards

In collaboration with the procurement team, support with the preparation of supplier contracts, CSI Reports and ensuring new suppliers are updated in the supplier database.

Provide monthly reports to Associate Manager Operations on procurement KPIs against internal user targets to ensure alignment.

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 vendors on behalf of Evidence Action.

Requirements

Bachelor’s degree in Procurement or Supply chain management.

At least CIPS level 4 will be an added advantage,

Membership of KISM

At least 3-4 years experience having supported in a similar position in an organization with operations similar to Evidence Action.

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

Excellent organizational and time management skills;

Strong oral and written communication skills with attention to detail.

Required Skills and attributes

Able to uphold and respect procurement ethics and to conduct activities with Honesty, Transparency and Integrity.

Self-motivated with the ability to operate under own initiative and also take instructions to prioritize and manage a diverse workload.

Ability to handle multiple projects simultaneously to meet goals and deadlines without compromising the desired detail and work quality.

Ability to liaise with others and work well in a team and in a multicultural work environment.

Problem-solving skills;

Independent, proactive and willing to take initiative.

Interested in a work environment that is flexible, creative, and constantly changing.

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.

Physical requirements

This job is not physically demanding but good physical and mental health are key

Direct reports

Officer Procurement and Associate Procurement

Benefits

Evidence Action provides a comprehensive benefits package for employees worldwide.

Some of the Benefits include:

Private Health Insurance

Pension Plan

Paid Time Off

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