Summary
Date Posted: Wednesday, November 30, 2022 , Base Salary: Not Disclosed

JOB DETAILS:

ACCOUNTABILITIES
The Senior Procurement, Logistics & Security Officer under the supervision of the Head of People, Culture and Administration will primarily be responsible for the following:

Delivering Quality
• Planning, coordinating, supervising and monitoring on a day-to-day basis the implementation of the supply activities in the organization, while ensuring compliance to Practical Action standards, procedures and code of conduct.

Procurement
• Oversee and coordinate procurement functions across Practical Action Kenya, ensuring Procurement Polices and Guidelines are adhered to.
• Continuously recommend to their line Manager suitable methods of maximizing value for money within the supply chain.
• Maintain a procurement schedule/tracking tool aligned to the work plans of the various projects and the needs of the office.
• Facilitate and coordinate all procurement and supply process including preparing documents for tender committees, receiving bids and quotes, preparing purchase requisitions, pre-qualification processes, service level agreements, legally binding contracts between Practical Action and various contractors. This will include
• Source quotations/bids from suppliers and negotiate for best prices and value for money.
• Prepare comparative bid analysis with recommendations & justification and facilitate approval.
• Raise LPOs for approval and issue the same to vendors /suppliers and follow-up for timely delivery.
• Receive and verify requisition of goods and services and ensure that goods and services supplied to Practical Action meet stipulated specifications as to quantity and quality.
• Ensure that all procurement documentation is properly processed and filed according to procurement guidelines and donor regulations.
• Ensure that due diligence is carried out on all suppliers prior to contracts being issued
• Ensure timely processing of utility bills, goods and services payments within Practical Action offices both in Nairobi and the field.
• Maintain a current list of preferred suppliers as defined in the Procurement Policy

Logistics
• Provide support to travel coordination and any logistical requirements for Nairobi office staff and international office co-workers.
• Maintain annual renewal of vehicle tax and insurance.
• Arrange annual inspection of all office vehicles in preparation for insurance renewal.
• Collate and verify annual mileage returns for all Practical Action vehicles
• Reports accidents to both Practical Action and the Insurance Company and take timely action in reporting on repairs and claims and follow-up. (See also Security)

Asset Management
• Maintain an up-to-date asset register in liaison with the finance department that includes as a minimum: details of assets, costs of assets, date of purchase, source of funding.
• Ensure all PA assets are tagged and updated in the assets register.
• Ensure timely and cost-effective insurance of Practical Action Kenya assets in line with the asset management policy.
• Liaise with the insurer on cancellation and/or addition of any cover upon disposal or acquisition of any assets.
• Recommend disposal of used/obsolete assets to Line Manager to facilitate disposal process in accordance with Practical Action Policy and any relevant donor regulations

Security
• Ensure that all staff, visitors, consultants and suppliers are properly briefed on security concerns in the country or areas of work.
• Maintain an overall security plan for the country, a briefing pack for visitors and a communications system to alert staff to incidents that may affect them.
• Be the first contact person for security matters pertaining to PA staff.
• Ensure that all hotels and meeting locations are adequately screened for security issues.
• Provide security advice to staff travelling outside Kenya, in liaison with PA’s global security team.
• Take leadership in security briefings and report outcomes of briefings and any security related information to the Country Director.
• Take accountability for the general safety and security of Practical Action office premises

Leadership and Strategic Alignment
• Demonstrate very high standards of honesty and integrity that contribute to sound procurement processes.
• Create an enabling environment for project managers/budget holders to improve their sourcing skills by developing trainings and being a mentor to others.
• Support and promote the standards outlined in the code of conduct and associated policies to the team, partner organizations and beneficiaries, and be committed to providing a safe working environment.
• Undertake performance management reviews for direct reports.
• Contribute to the office’s Strategic Business Plan and reporting against it.

PERSON PROFILE
To be successful in the role, the ideal candidate will be able to demonstrate:
Experience & Knowledge
• Minimum of 5 years of work experience in a similar role
• A background in security management
• Procurement training and certification; Bachelor’s Degree in Procurement, Supply Chain, Business Administration or related field.
• A post graduate Diploma in Procurement, Logistics, Purchasing and supplies or related field with relevant work experience may be considered in lieu of a degree
• Possess a professional qualification in Purchasing and Supply Chain Management and a registered member of the CIPS/KISM will be an added advantage
• Experience in operations, consulting, manufacturing, or supply chain.

Essential
• Good analytical and critical thinking skills, organized and results driven. Good planning and coordination skills
• Strong data analytics and quantitative reasoning skills. Strong Computer skills in Microsoft Office Packages including advanced Excel (can maintain complex spreadsheets).
• A problem-solving approach to work
• High level of attention to detail. Comfortable quality checking documentation without support.
• Excellent report writing, communication, interpersonal, organisational and negotiation skills
• Experience with Health and Safety in Transport
• A team player, flexible and with an ability to work calmly and effectively under pressure and to make quick rational decisions
• Strong written and verbal communication skills in both English and Kiswahili

Desirable
• Experience working with Government of Kenya, Ministry of Foreign Affairs, Immigration, NGO Board and KRA.
• Working experience in a multi-location/matrix organization
• Willing to travel, flexible, adaptable and with an ability to work under pressure
• Self-starter and networking skills
• Good self-management skills
• Strong and highly effective communication skills

This Role profile is not an exhaustive list of the skills, effort, duties and responsibilities associated with the position

Work Hours: 8

Experience in Months: 60

Level of Education: Bachelor Degree

Job application procedure

Interested applicants should submit their applications, including an updated CV with a cover letter via email to: recruitment@practicalaction.or.ke  not later than 6th December 2022 indicating ‘Senior Procurement, Logistics & Security Officer – Nairobi’ on the email subject line.

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