Summary
Date Posted: Thursday, December 01, 2022 , Base Salary: Not Disclosed

JOB DETAILS:

Essential Duties
Budget
• Supports the annual budgeting process by costing out items proposed in the budget. Manages the element of procurement within the organizational budget.
• Prepares the monthly projections of expected purchases.
• Monitors expenditure that relates to procurement.

Compliance
• Supervises all procurement activities and responsible for managing, coordinating and monitoring the supply chain function to ensure strict compliance with CWS SOPs, Cooperative Agreement and 2 CFR 200.
• Ensures development, implementation, dissemination, monitoring and adherence of Standard Operating procedures (SOPs) for procurement unit.
• Conducts job function observations of procurement staff to ensure compliance is met and identify any areas of improvement or training needs.
• Co-ordinates procurement prequalification process of suppliers, ensuring vendor clearance/checks through System for Award Management (SAM check) for all vendors, KRA PIN checks for local vendors and all vendor forms are all in place.

Administration
• Determines in conjunction with the Property Unit, the reorder level of all stores supplies and ensures there are no stock outs.
• Responsible for managing all procurement contracts and ensuring they are updated/renewed accordingly and is the custodian of all procurement contracts.
• Conducts regular market surveys to determine the best price for quality goods and services. Analyzes potential vendors and suppliers for future needs of CWS and evaluates vendor performance and responsiveness.
• Prepares and sends out the Requests for proposals (RFPs) and arranges for all committee meetings for bids review process.
• Monitors workload within the unit and prioritizes work assignments accordingly. Prepares and reviews unit reports to ensure efficiency and accuracy.
• Reviews invoices and all attached documents for payment to ensure accurate, complete documentation and timely payment to vendors by Accounts unit.
• Acts as point person for staff inquiries relating to procurement.
• Develops, facilitates, implements, monitors and reviews strategic plans and annual plans for procurement Unit.
• Captures purchasing data in Sage ERP system.
• Ensures preparation, submission and monitors VAT and DUTY Exemptions to Ministry of Foreign Affairs and Kenya Revenue Authority in the IPMIS system.
• Prepares, reviews Pro 1Bs and other documents for international purchases to ensure accuracy in the IPMIS system.
• Ensures quarterly reconciliations of all purchases made and vendor payments.

Representation
• Builds and maintains positive and effective relationships with Staff, Contractors and Vendors in a professional manner.
• Acts as the point of contact via the RSC Africa Procurement mailbox and ensures that communication is professional, timely and proactive.
• Supervises the Procurement mailbox and ensures emails are filed in their respective folders. Updates the purchasing procedures to ensure best practices and standards in all procurement processes.

Performance Management
• Provides direct supervision and leadership to Procurement Staff, including yearly performance evaluations, assisting with job descriptions, participating in hiring and coordinating leave.
• Develops and implements training modules for new procurement staff.
• Provides regular feedback to procurement staff and facilitates training, coaching and mentoring. Ensures establishment of performance expectations and on-boarding for procurement staff.
• Monitors procurement staff time and attendance.

Staff Care
• Monitors and ensures a safe, healthy and professional work environment.
• Actively supports staff by promoting safe space, open-door and the escalation policy.
• Ensures working resources are availed to staff in the procurement unit.
• Ensures direct reports are accessing and using their benefits appropriately including leave

Qualifications
Education:
• Bachelor’s Degree or equivalent in Business Administration, Supply Chain Management, Public Administration, Procurement or another related field required.
• Diploma in Purchasing and Supplies Management is preferred
• Membership of a professional body such as KISM, CIPS etc.

Experience:
• Seven (7) years’ experience in procurement or with similar administrative responsibilities

Knowledge/ Skills:
• Demonstrated excellent computer skills for Microsoft Word, Excel, Access and Outlook
• Working knowledge of SAGE and 2 CFR 200
• Demonstrated strong organizational and time management skills
• Strong written and verbal English skills


Work Hours: 8

Experience in Months: 84

Level of Education: Bachelor Degree

Job application procedure

Log on to CWS careers site - https://cwsglobal.org/work-with-cws/ 

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