Summary
Date Posted: Tuesday, January 18, 2022 , Base Salary: Not Disclosed

JOB DETAILS:
Procurement Officer
Nairobi (Kenya)

• Supplier Selection: Define detailed quantitative and qualitative information required for supplier screening and selection. Regularly review and manage the pre-qualification of vendors in all non-contracted categories and ensure the process delivers the most competitive and compliant vendors as per the procurement guidelines.
• Sourcing process management: Use knowledge of end-to-end supply chain management to identify and optimize purchasing opportunities; maintains awareness of inventory of assets and goods purchased. Prioritizes purchasing requests and obtains additional information/documentation as required; provides assistance where required in preparing scope of work and specifications of goods and services; proposes product substitutions consistent with requirements to achieve cost savings.
• Coordinate procurement planning and review scope of work and specifications of goods and services for strategic and well-planned procurement activities across the organization advising requisitioning units and recipient entities on the full range of procurement issues, providing support and guidance at all stage of the procurement cycle.
• RFx Execution: Determine the appropriate type of proposal to use and develops, executes and analyzes results. Prepare bid documents and specifications, identifies evaluation factors and scoring methods for analyzing responses, manages discrepancies in responses against requirements and specifications develops bid analysis and supplier pricing analysis and responses.
• Negotiations: Identify key negotiation principles and prepares supporting industry, supplier and cost data for supplier negotiations. Conducts negotiations with suppliers to achieve results that support CIFOR and ICRAF’s objectives.
• Contract start up and management: Use appropriate contract templates and provisions with reviews by legal as required, incorporates user needs and support with minor changes and issues, ensures clients are not exposed and seeks appropriate specialist advice.Maintains contracts and purchase orders which protect the organization’s legal rights and interests.
• Prepare and dispatch purchase orders and ensure timely corrective actions on PO’s with budget check errors and other problems. Finalize purchase orders and contracts for approval in line with delegated signature authority, and, if required, prepares submission for review and subsequent approval by the authorized official.
• Support inbound and outbound logistics; Prepare PRO1Bs, PRO1Cs, form A’s for motor vehicle importation form C’s for motor vehicle registration. Liaise internally with Protocol office and externally with the clearing agents to ensure that imports are cleared at the earliest without incurring additional costs to the Centre.
• Supplier relationship management: Work closely with suppliers and internal personnel to resolve delivery issues. Conduct supplier meetings to review performance levels and identify required actions. Resolving issues/problems related to delivered goods, including discrepancies between purchase orders and items/quantities shipped or received, demurrage; prepares and signs return to Vendor forms for unacceptable and/or damaged goods received.
• Coordinate the disposal of obsolete and surplus materials/assets in line with the CIFOR-ICRAF’s Policies. Maintains relevant internal databases and files; keeps track of any contractual agreements, framework arrangements, etc.

• Record keeping and reporting:Ensure safe custody of the Purchase Orders, Quotations, Correspondence, and any other accountable documents. Prepare all required procurement reports with a focus on the following Metrix: quarterly reports of all procurements carried out through RFQ method, Order, and delivery analysis, spend analysis (vendor, category, unit spend, and any other matrix agreed upon)
• Performs other duties as assigned by supervisor.

Requirements
• Bachelor’s Degree in Procurement and/or Supply Chain, Business Administration, or any other business-related degree.
• Minimum five (5) years progressive experience in a procurement and logistics role.
• Knowledge of various donor procurement guidelines is a plus.
• Working knowledge of import/export legislation and common customs regulations as per Kenya MOFA, NTSA, KRA & customs for international diplomatic missions.
• Professional qualification in purchasing / Diploma from Chartered Institute of Purchasing and Supplies (CIPS) or equivalent certification.
• MUST be an active member of procurement professional body such as KISM, CIPS etc.

Work Hours: 8

Experience in Months: 60

Level of Education: Bachelor Degree

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