Procurement Specialist Job FSD Kenya

Procurement Specialist Jobs, Procurement Jobs 2020,  FSD Kenya Jobs

Position: Procurement Specialist

Job description

Based in Nairobi, the Procurement specialist will provide support to the COO and Operations manager to ensure that all aspects of procurement and contracting of FSD Kenya programme are carried out professionally, expeditiously and accurately.

Responsibilities

Planning and programme support

  • Develop programme and project procurement plans; develop procurement estimates as requested
  • Combine plans for individual projects into quarterly consolidated procurement plans for the organisation; considering opportunities for enhancing cost-effectiveness through bulk purchases
  • Ensure that supporting documentation and logistical assistance for proposal submission is provided; includes attending pre-award meetings to fully understand requirements
  • Update procurement budgets, plans and deliverables on Knack database tool and ensure these are actively monitored and updated as required
  • Work continually to improve and enhance the level of customer service provided to staff and partner

Vendor identification, evaluation and contracting

  • Identify, evaluate & contract appropriate vendors to ensure effective resourcing of the programmes
  • Issue notices/advertisements requesting Expressions of Interest (EoIs) for goods and services; undertake initial assessment of EoIs
  • Issue tender documents to bidders, manage receipt and validation of tenders and arrange assessment of the bids
  • Work with the procurement selection committee to develop and apply objective criteria for supplier selection & pre-qualification
  • Develop and maintain quality scorecard and analysis of scoring assessment metric of vendors
  • Manage required vendor contracting, including consultants; ensuring that contracts and purchase orders are drawn up and signed in a timely manner
  • Develop and maintain the database of consultants; recording their performance and eligibility for future projects. This will include proactively ensuring the necessary ratings for the providers are undertaken by relevant staff once the FSD network consultant database is rolled out

Procurement management and quality assurance

  • Effectively procure quality goods and services at the best value to ensure the achievement of programme goals
  • Raise payment authorisations; review requisitions to ensure compliance with procurement plans & budget, following up for clarification if required
  • Contribute to timely processing of payments by raising contracts or grant payment authorisation forms and ensuring all the requisite documents are forwarded to the finance team for processing
  • Manage procurement processes & records to ensure conformance with laid-down procedures
  • Educate suppliers so that they comply with FSD Kenya’s procedures and provide proper documentation that will ensure timely payments to be made
  • At all times behaving in a manner that will build trusting and mutually supportive relationships between FSD Kenya and their suppliers

Accountability and compliance

  • Ensure that FSD Kenya’s policies and procedures in procurement are followed and are in accordance with best practice
  • Prepare & analyse monthly procurement reports, including tracking of sole-source contracts
  • Maintain a record of amendments to service contracts and grant agreements, as agreed with COO and Operations manager
  • Provide capacity building training, support and advice to FSD Kenya’s staff so that they can engage effectively with the procurement process
  • Ensure that FSD Kenya’s procurement policies and procedures are followed at all times; making suggestions for improving procedures or systems as required
  • Implement all aspects of the risk management framework relating to procurement
  • Prepare for and support audits; ensure that any corrective actions relating to procurement are closed out in a timely manner
  • Proactively identify any potential lapses relating to procurement and be at the forefront in proposing changes to the processes to enhance efficiency
  • Ensure quality control in production of materials, storage and retrieval of documents
  • Ensure proper usage of programme resources to avoid wastage

Qualifications

  • Purchasing and supply chain certification (CPS)
  • Microsoft office certification
  • Undergraduate (Arts and Sciences)

How to apply

Click here to apply

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