The British High Commission in Nairobi is the diplomatic mission of the United Kingdom in Nairobi. It is located in the Upper Hill area of Nairobi.The British High Commission in Kenya maintains and develops relations between the UK and Kenya.We provide services to British nationals living in and visiting Kenya.
Main purpose of job:
Working to support the Director of Corporate Services, and the High Commissioner as Senior Budget Holder, by providing compliant and auditable Procurement functions across the BHC and in compliance with UK Government procurement policies. Manage relationships with key contractors, undertaking timely tendering exercises, liaison and coordination between BHC staff and suppliers to clarify requirements and improving BHC internal procurement functions. Collaborate with other Corporate Services team leaders on compliance issues to ensure that the BHC meets all internal reporting standards primarily around procurement and offer advice on procurement policies and procedures to the entire BHC.
Roles and responsibilities:
Procurement
- Managing and controlling all the BHC’s external suppliers with particular emphasis on service and maintenance contracts, furniture, transport and building supplies.
- Ensure tender exercises undertaken in a timely and professional manner, to FCDO’s policy/ standards and in compliance with Kenyan law.
- Establish formal feedback mechanisms for each contract so British High Commission staff can share ownership and report issues.
- Verify new BHC external suppliers ensuring they are a legitimate business and comply with all local laws while meeting quality standards and providing value for money.
- Assist the Director Corporate Services to manage the Mission’s supplier database.
- Work with teams to increase usage of government procurement card and corporate credit card spend
- Identify weaknesses in the current procurement management and procedures, address issues based on risk or budgetary concern and developing plans to rectify.
- Review current purchasing function and skills base, identify procurement training needs, implement improvements and drive down costs.
- Review options for out-sourcing functions currently done in house.
Procurement Delivery (below £25k)
Assist the Director of Corporate Services in managing the contract tender process of various procurement/contract-related goods, services or work projects. These include sourcing of suppliers, input and agreement of specification, preparation of tender documentation, liaison and coordination with suppliers to clarify requirements, coordination and evaluation of bids. In addition, the job-holder will seek appropriate approvals, be involved in direct negotiations as necessary, facilitate agreement of contracts and management and closure of contracts, ensuring that they meet legal, audit, HM Treasury and Cabinet Office requirements.
Supplier Relationship Management
To review, report and manage supplier relationships with the help of Post contract managers, including resolution of contractual disputes, taking appropriate action to protect the FCDO’s interest.
Support to Procurement Hub (contracts above £25k)
Work closely with the Procurement Hub in delivering Post Procurement objectives for procurement delivery above £25k to ensure accurate reporting and compliance across all goods and services
Compliance:
- Working closely with the Director Corporate Services and the Head of Finance, conduct or direct the internal investigation of compliance issues and identify compliance issues that require follow-up.
- Disseminate Best Procurement Practice including written policies and procedures related to compliance.
- Provide procurement and compliance training to all teams on the above annually.
- Undertake mystery shopper exercises
- Oversee the annual internal-audit check of procurement systems and the Annual Compliance Certificate
Resources managed (staff and expenditure):
Directly line managing one staff member
Essential qualifications, skills and experience
- Experience of running large and complex tenders;
- Relevant post-graduate or professional qualification (e.g. holds or studying towards CIPS Level 4 or higher)
- A minimum of 1-2 years’ experience of sourcing goods, services and works.
- Demonstrated project management experience from conception to delivery ideally within a procurement context
- Extensive experience of developing good working relationships with key stakeholders at all levels
- High level of proficiency in MS Office particularly MS Excel, would be advantageous
- Fluency in spoken and written English is a must.
Required competencies
Collaborating and Partnering, Building Capability for All, Achieving Commercial Outcomes, Managing a Quality Service
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