Job Purpose:
The Grants Purchase Associate will coordinate grants-related purchases as per the donor guidelines, and initiate contracts with suppliers at agreed prices, terms and conditions. S/he will manage any other grant-related purchases.
Responsibilities:
- Source, select and negotiate for the best purchase package in terms of quality, price, terms of deliveries and services with suppliers as per the donor guidelines.
- Negotiate for the best purchasing package (in terms of quality, price, term, delivery and service) with suppliers and sub-contractors assigned.
- Analyze price proposals, financial reports, and other information to determine reasonable prices.
- Evaluate suppliers based on price, quality, and delivery speed.
- Evaluate and monitor grants contracts to be sure that vendors and supplies comply with the terms and conditions of the contract and to determine the need for changes
- Review procurement and grants files for compliance with donor requirements including supplier identification, request for quotations, etc, as per the donor policy.
- Verify that all procurements and grant transactions are approved and executed in accordance with applicable donor policies and procedures.
- Draft, negotiate and execute all types of contracts or agreements with third parties within signature authority.
- Monitor all assigned projects for compliance with the donor requirements.
- Provide support to the projects and assist with resolutions for project performance, quality control or compliance issues related to grants and procurement transactions.
- Investigate ways to improve efficiencies, troubleshoot problems and implement effective approaches to grants and procurement activities while working with relevant stakeholders.
- Facilitate communication and cross learning for project based grants and procurement dedicated staff
- Support relevant departments with quotations for the purpose of tenders.
- Monitor and co-ordinate deliveries of items between suppliers (local and regional) to ensure that all items are delivered on time.
- Maintain complete updated purchasing records/data and pricing in the system for grants related purchases.
- Perform other duties as assigned by the supervisor.
Qualifications and Skills Requirements:
- Bachelors’ Degree in Business or Procurement related field
- 3-5 years’ experience in Grants related purchases
- Proficiency in MS Office – MS Excel, MS word, MS Powerpoint, etc.
- Demonstrable experience in inventory systems
- Unquestionable integrity and ability to maintain confidentiality
- Good analytical, documentation and communication skills
- Proficiency in both written and spoken business English
- Professional attitude and strong work ethics with attention to timelines.
- CIPS and KISM membership will be an added advantage
- Excellent interpersonal and communication skills; Excellent telephone handling skills
- Ability to work long hours with minimal supervision, as may be required
- Capacity to manage several tasks and requests simultaneously
