Reporting To: Finance / Procurement Manager
Start Date: ASAP
Location: Nairobi
Duration: 12 Months
Deadline to Apply: 11th March, 2018
Eligibility: Position open to local Kenyan hires only
About Innovations for Poverty Action: Innovations for Poverty Action (IPA) is an international non-profit research organization dedicated to discovering and promoting effective solutions to global poverty problems.
IPA works in partnership with development partners and academic researchers to create and evaluate approaches potential solutions to poverty problems using randomized evaluations in the fields of health, education, microfinance, governance and agriculture. We also mobilize and support these decision makers to use these solutions to build better programs and policies at scale.
About the Role: The Procurement Associate under the general supervision of the Finance / Procurement Manager and within the limits of Innovations for Poverty Action-Kenya policies and procedures, helps coordinate and facilitate the procurement field activities, functions and processes.
Below is a list of some of the general duties and responsibilities of the Procurement Associate to be carried out as needed according to the determination of the Finance / Procurement Manager.
Duties and Responsibilities
Coordinate Supply Chain
- Seek to provide an enabling supply chain environment that meets the utility of time form, place and possession.
- Supervise procurement and delivery of goods and services (to include consultants) required by IPA and ensure compliance to IPA procurement policy.
- Oversee the general implementation and continuous refinement of IPA’s procurement systems by contributing to any procurement policy updates to include identification of controls that will reduce/eliminate opportunities for Fraud
- Coordinate with IPA’s clearing agents to ensure proper and expedient import and export from overseas and within East Africa
- Manage relationships with IPA’s suppliers within Kenya and outside, including quality control of all goods and services purchased (on-site visits in Kenya and remote assisted overseas)
- Coordinate and supervise IPAK Invoice register.
- Act as main contact with IPA Legal on all supplier contractual matters.
- In charge of all IPAK service agreements, annual special supplier contracts, track them and ensure timely renewal on expiry.
- Act as “Liaison officer” to the procurement committee.
- Manage the pre-qualified supplier database, to include vetting, addition and removal of suppliers upon approval by Country Director (CD).
Manage all Leases
- New Field office set-up; selection of appropriate sites, coordinate with admin and IT in setup – procuring furnishes, network cabling etc. lease negotiations.
- Lease tracking to ensure rental costs are accrued to projects monthly.
- Act as main contact with Legal on all lease contractual matters; new leases, renewals, notices etc.
Maintain Asset / Inventory register
- Coordinate the issuance of IPAK assets / Inventories and document the same via the IPAK asset / inventory register as per set monetary threshold.
- Update the register for any status changes for each inventory to include disposals, project transfers, loss or damage.
- Alert the FPM and CD on any IPAK property misuse, loss/theft.
- Ensure all Assets/Inventories that meet set monetary value are placed under insurance with a credible service provider.
Team Management;
- Supervise, mentor and develop the procurement assistants to ensure their annual objectives are synchronized the department with a target to contribute to IPAK long term objectives.
Archiving;
- Ensure all procurement related files are securely and accurately filled to facilitate ease of retrieval on demand.
Reporting
- Together with Finance department, submit a monthly report on supplier aged balances to the FPM and CD for review at close of each financial month.
- Submit a quarterly supplier service report to the FPM and CD, to include supplier performance data, complaints and any supplier deviations from agreed terms.
Any other duty as maybe assigned.
Qualifications and Experience
- Degree in Procurement and/or supply chain management.
- A postgraduate degree in the same field, though not a prerequisite, will be an added advantage.
- Higher/Advanced diploma in procurement and/or supplies chain management or its equivalent.
- An active member of the Kenya Institute of supplies Management, additional CIPS (K) certification will be a strong added advantage.
- Demonstrated knowledge of the Public Procurement & Disposal Act (PPOA) plus Federal acquisition regulation(FAR)
- At least 5 years of work experience in supplies.
- Previous experience in providing remote support is highly desirable
- Flexible, motivated and ability to persistently drive issues to closure
- Ability to operate in a dynamic environment and communicate with various levels of staff.
- Strong work ethic, team player and demonstrated experience in supervising junior staff.
- ability to maintain a high degree of integrity & professionalism in performing assigned responsibilities. a current certificate of good conduct from the CID shall be expected.
- Good spoken and written English is essential
- Well organized and keen to detail
- Strong computer skills in Microsoft packages, including Word, Excel, and Outlook
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