Job Description
VACANCY ADVERTISEMENT - REGISTRATION OFFICER - 3 POSTS
The Kenya Institute of Supplies Management is a corporate body established
through an Act of Parliament, the “Supplies Practitioners Management Act
(SPMA), 2007”. KISM is mandated to make provision for the training,
registration and licensing of supplies practitioners; to regulate their practice
and for connected purposes. The Institute serves as the National body for
Procurement and Supply Chain Professionals in the private and public sectors
in Kenya.
The KISM Council is seeking to recruit a hands-on, dynamic, and knowledgeable
and performance-oriented person to fill the position of REGISTRATION
OFFICER, JOB GRADE KISM 6. REF RAL/001/2023
Description of this vacancy and requirements is outlined here below:
Directorate: Registration & Licensing
Reporting to: Director/Registrar
Job Summary:
The Registration Officer will be responsible for registration, licensing, standards,
discipline, compliance, enforcement, capacity development including continuous
professional development, internship and industrial relations, and accreditation.
KEY DUTIES AND RESPONSIBILITIES
A. Registration & Licensing:
i. Receiving and reviewing applications for completeness and responsiveness;
ii. Maintaining and managing the register of applications received for
registration;
iii. Analysing applications received as guided; and
iv. Ensuring applications have been entered into registration management
system.
B. Accreditation of Institutions:
i. Assisting in assessing supplies management qualifications of foreign
persons.
ii. Preparing evaluation tools for local and foreign supplies training
programmes
iii. Preparing approval tools accreditation of supplies training programmes;
iv. Assisting in preparation of monitoring and evaluation framework for
accreditation;
v. Conducting desktop review of development of accreditation standards and
manuals; and
vi. Conducting preliminary research on development of policy guidelines for
accreditation.
C. Standards:
i. Assist to establish and maintain uniform norms and standards on the
learning of supplies management;
ii. Assist to prescribe the minimum educational entry requirements for
persons wishing to be trained as supplies practitioners;
iii. Assist to develop of core curricula for supplies management Programme
(Bachelor and Diploma Programme);
iv. Assist to develop guidelines for accreditation of existing institutions
offering training in Supplies Management;
v. Assist to develop guidelines for inspection and approval of collegiate
training sites;
vi. Assist to determine and set a framework for professional practice supplies
practitioners;
vii. Assist to develop code of conduct for supplies practitioners in line with
regional and international standards;
viii. Assist to establish and disseminate policies for professional conduct and
ethics;
ix. Assist to establish policies and procedures and to enlist cooperation and
support for the prevention or alleviation of circumstances which may lead
to impairment in students and practitioners;
x. Assist to establish mechanisms and procedures for the early identification
of impairment in students and practitioners;
xi. Assist to undertake the development of minimum requirements on
infrastructure, personnel for existing institutions offering training in
Supplies Management; and
xii. Assist to undertake the development and review of the singular and joint
inspection checklists for existing institutions offering training in Supplies
Management.
D. CPD,
i. Preparing drafts on the desired curriculum as may be directed;
ii. Undertaking desktop research on supplies practitioners continuing
professional development programmes;
iii. Preparing briefs on basic issues in CPD; and
iv. Assisting in assembling of materials for continuing professional training
and development.
E. Internship & Industrial Placement,
i. Undertaking desktop research on curriculum for registration of Supplies
practitioners;
ii. Conducting desktop research on the requirements of establishing, equipping
and furnishing a school of supplies management; and
iii. Assisting in the drafting of the requirements to facilitate internship of
graduates seeking registration under the act.
F. Discipline & Ethics,
i. Assisting in verification and processing complaints of professional
misconduct, supplies management malpractice or breach of standards;
ii. Participating in the conduct of investigations into complaints submitted;
iii. Verifying the forwarding of files to Disciplinary and Ethics Committee
members and consultants for analysis, review and preparations of the
report;
iv. Participating in the conduct of hearings of complaints;
v. Supervising the drafting of decisions on complaints and forwarding the
same to the parties;
vi. Verifying the receipt and processing appeals;
vii. Following up on Disciplinary Committee recommendations to ensure full
compliance;
viii. Participating in the implementation and adherence of guidelines on scope of
practice;
ix. Contributing to the development and review of the singular and joint
inspection checklists for facilities;
x. Participating in the dissemination of information to relevant institutions,
practitioners and the public;
xi. Assisting in conducting research and benchmarks on regulation of the
supply chain institutions and the practice of supply chain; and
xii. Preparing performance reports.
G. Surveillance & Enforcement,
i. Participating in inspections of new and existing institutions offering
training in Supplies Management;
ii. Participating in pre-accreditation inspections of accredited institutions
offering training in Supplies Management;
iii. Participating in regular inspections of accredited institutions offering
training in Supplies Management against set standards and regulations
and give recommendations to the institutions on areas of improvement;
iv. Contribute to the development and review of the singular and joint
inspection checklists for accredited institutions offering training in
Supplies Management;
v. Contribute to the development of minimum requirements on infrastructure,
personnel and service provision of accredited institutions offering training
in Supplies Management per level;
vi. Advise on the closure of non-compliant accredited institutions offering
training in Supplies Management and give recommendations on licensure;
vii. Participating in pre-accreditation inspections of accredited institutions
offering training in Supplies Management;
viii. Assisting in recommendations for approval of institutions offering training
in Supplies Management and Supplies practitioners in line with regional
and international standards;
ix. Receiving and reviewing applications of CPD providers;
x. Participating in dissemination of information to relevant institutions,
practitioners and the public; and
xi. Assisting in the preparation of department reports.
PERSONS SPECIFICATIONS
For appointment to this grade, an officer must have: -
i. Bachelor’s degree in any of the following disciplines: - Supply Chain
Management and Logistics, Purchasing and Supplies Management,
Procurement and Supplies Management, Procurement, Commerce
(Supplies Management Option) Business Administration (Supplies
Management option), Administration, Finance, Human Resource, Law or
Social sciences or an equivalent qualification from a recognized institution.
ii. Registered by a relevant professional body/ society where applicable.
iii. Proficiency in computer applications; and
iv. In addition to the professional qualifications, successful candidate will be
required to meet the expectations of Chapter 6 on Leadership and
Integrity
SKILLS AND COMPETENCIES
1. Communication Skills
2. Time and Priority Management
3. Customer service focus
4. Problem solving skills
5. Interpersonal Skills
6. Adaptability and flexibility
7. Innovative and creative thinking
8. Organization skills