Procurement Coordinator
Maintalia Consultancy
Nairobi
5d ago
source : BrighterMonday Kenya

Job Summary

Applications are invited from qualified persons for the above vacant position.

  • Minimum Qualification : Bachelor
  • Experience Level : Mid level
  • Experience Length : 3 years
  • Job Description

    Main Responsibilities

    Procurement Management & Support

  • Manage the entire process in the planning of procurement activities, ensuring effectivelyfunctioning processes to avoid costly delays based on projects’ procurement plans;
  • Keep effective lines of communication between the Project / Programme Managers and the procurement team to ensure priority requirements, timely delivery of goods, works and services using the -Kenya procurement procedures and guidelines;
  • Lead full compliance of procurement activities with the -Kenya’s Procurement Manual and Donor’s Regulations;
  • Implement effective internal control, proper design and functioning of a client-oriented procurement management system for projects and related reporting requirements;
  • Ensure effective use of internal Standard Operating Procedures in Procurement, control of workflows, continuous business monitoring and improvements in systems and processes;
  • Manage and monitor all transactional procurement including tendering processes, evaluation, contracting, contract management, legal considerations, payment conditions, contractors performance evaluation and risk assessment;
  • this will include preparation of appropriate procurement documentation leading to the approval of Purchase Orders and contracts;
  • Review quarterly procurement status report for all purchases and share the Report with the Head of Finance & Operations and Project Managers;
  • Review procurement guidelines and manuals to streamline, standardize and improve integrity of procurement processes including e-procurement;
  • Provides specialist advice, guidance and service on best procurement practice to staff; and builds the capacity of -Kenya in procurement risks based identification, assessment and management;
  • Supports project managers in developing realistic procurement budgets and advises on market changes in prices of regular products;
  • Undertakes regular spend, supply markets and savings analysis;
  • Produce regular reports on procurement performance and performs in-depth analysis including spend analysis, procurement lead times, savings secured and wastage analysis;
  • Provides technical support on matters relating to procurement in accordance with statutory requirements and procedures;
  • Undertake market research and surveys on a regular basis;
  • Prepares tender documents and ensures effective tendering process management including planning, strategic sourcing and category management, risk management, and project management.
  • Supplier Management

  • Manages key supplier relationships and third party service providers to deliver breakthrough performance in cost, service and quality, including technical input to negotiations on strategically significant contracts;
  • Develops, maintains and manages a supplier base that serves the procurement needs of -Kenya, develops and implements strategies to evaluate and improve Supplier performance in terms of on time delivery, quality specifications, waste and cost reductions;
  • Lead on procurement related negotiations with suppliers to ensure savings are achieved, and value for money and efficiencies are secured for -Kenya.
  • Evaluate potential suppliers using developed and agreed criteria to support alignment and understanding of the expectations and requirements of engagement;
  • Monitor and report on the performance of selected vendors to ensure timely delivery in line with contractual obligations and performance metrics and ensure deactivation / blacklisting of non performing vendors or vendors that deliver substandard goods;
  • Manage outward communication to vendors to facilitate understanding and awareness of organizational strategic direction, changes and challenges;
  • Manage the interaction between vendors and internal teams to provide adequate visibility of interdependent initiatives and program activities;
  • Liaise with procurement vendors to review, report on and revise contractual agreements as necessary;
  • Monitor initiation of vendor enlistment process; review checklist, vendor evaluation, vendor documentation for vendor selection processes and maintain updated Approved Vendor List (AVL)
  • Ensure enterprise-wide needs for due diligence, risk assessment and continuous vendor monitoring are being accomplished;
  • Tracking, measurement, reporting and evaluation of vendor performance and ensure yearly vendor deactivation and / or delisting process;
  • Ensure Bridger checks are done for all Vendors and Consultants;
  • Troubleshoot all vendor problems and present to management as required.
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