Job Description
We are a well-established and dynamic Savings and Credit Co-operative Society in the country for all professionals with membership spread globally. We are seeking to recruit a highly qualified result-oriented individual for the position of Procurement Assistant.
1. JOB INFORMATION
Job Title: Procurement Assistant
Department: Operations
Section: HR & Admin
Reports to: HRAO
Workstation: Nairobi
2. JOB PURPOSE
Responsible for efficiently and ethically managing the acquisition of goods and services, ensuring compliance with policies and regulations, cost-effectiveness, and the establishment of transparent and accountable procurement processes.
3. MAIN RESPONSIBILITIES OF THE JOBS
a) Purchase order processing, inventory management and disposal as per policy.
b) Assist in negotiating contracts and agreements with vendors to ensure favorable terms and discounts.
c) Develop and implement procurement requirements and plans aligned with Sacco’s needs in consultation with other departments.
d) Prepare and issue tender documents and evaluate bids and proposals in collaboration with relevant user departments.
e) Assist in managing contracts with suppliers and monitor supplier performance and ensure compliance with contractual terms.
f) Identify and mitigate potential risks associated with the procurement process.
g) Ensure compliance with procurement policies and procedures, anti-corruption and ethical standards, relevant laws, and regulations.
h) Maintain accurate and up-to-date records and database of vendors and procurement transactions.
i) Communicate effectively with internal stakeholders and external vendors.
j) Uphold high ethical standards and integrity in all procurement activities and ensure fairness, transparency, and accountability in the procurement process.
k) Work within budget and ensure cost-effectiveness and provide input for budget planning related to procurement activities.
l) Conduct research on market trends, pricing, and product availability and make recommendations.
m) Records Management.
n) Marketing and selling of society products and services and
o) Any other lawful duties that may be assigned from time to time.
4. KNOWLEDGE, SKILLS, AND EXPERIENCE
Minimum level of academic qualification, skills and knowledge required to perform effectively in the role:
a) A bachelor’s degree in a relevant field such as Procurement, Supply Chain Management, Business Administration, or a related discipline.
b) Successful candidates will be required to meet the requirements of Chapter 6 of the constitution of Kenya by obtaining the necessary documentation.
Minimum level of professional qualification required to perform effectively in the role:
a) Professional certifications in procurement, such as Chartered Institute of Procurement & Supply (CIPS) or the Kenya Institute of Supplies Management (KISM),
b) A Member of a relevant professional body is an added advantage.
Minimum months or years of experience required to have to be appointed to the position:
Minimum 2 years relevant experience and in a in a similar position.
5. KEY PERFORMANCE INDICATORS
a) Value for money for all procurement
b) Compliance with the budget
c) Reduction in procurement costs or the cost
d) Adherence to procurement policies, regulations, and timelines,
e) Evaluation of the performance of suppliers based on ratings and feedback,
f) TATs on sourcing and tendering process, negotiating, and finalizing contracts.
g) Effectiveness of identifying and mitigating procurement-related risks
h) Procurement planning and reporting
6. SKILLS & COMPETENCIES
a) Knowledge of Public Procurement and Asset Disposal Act 2015, procurement rules and regulations and on all phases of procurement techniques and operations used in contracting a diverse range of goods and services.
b) Knowledge of contract law and expertise in handling complex contract issues
c) Knowledge in quantitative methods to measure supplier capacity systems and ability to identify sources of supply and market trends.
d) Planning and organizing skills.
e) Good knowledge of the financial services industry and the regulatory framework.
f) Excellent report writing and oral communication.
g) Objective judgement and decision making
h) Critical thinking and problem solving
i) Proficiency in ERP systems and Microsoft office
j) Working knowledge of procurement tools/software
k) Team player with good interpersonal skills