Procurement Officer at Kenya Red Cross Society

Overall, Purpose

• Responsible for development, implementation and evaluation of effective procurement plan and tender specifications for purchasing supplies and capital equipment in line with the approved budget.

Duties & Responsibilities

• Provide technical leadership to drive the implementation of procurement and supplies policies and plans aimed at cost effective acquisition of high quality, materials, goods and services
• Prepare strategic procurement plans and budget outlining key activities to be undertaken, the projected cost, funding sources as well as expected outcomes
• Develop and implement flexible and responsive procurement and stores management system for monitoring and tracking costs as well as maintaining up-to-date inventory of goods and services.
• Process approved purchase requisitions and recommending the most appropriate method of procurement, either through direct purchase or through a competitive bidding process.
• Develop detailed tender specifications and performance standards to facilitate procurement of capital equipment, goods and services in strict compliance with the Society’s approved policy as well as donor requirements
• Organize procurement selection meetings to consider tender applications against approved technical specifications and with due regard to market price, cost, quality and speed of delivery as well as economy of operations.
• Participate in meetings to negotiate procurement contracts with suppliers and vendors and following up to ensure that all contractual obligations are fulfilled within budgetary limitations and in accordance with the performance agreement.
• Implement cost-effective disposal of obsolete machinery, equipment, furniture and other salvage goods in accordance with the Society’s and donor policies and procedures.
• Participate in multidisciplinary teams to develop, implement and evaluate strategic management plans, in order to improve performance standards and organizational effectiveness
• Participate in performance management programmes in order to ensure continuous monitoring and measurement against realistic but challenging targets.
• Assess training needs as well as develop and implement on-the-job training programmes aimed at equipping staff with the necessary knowledge and skills to undertake cost-effective procurement and supplies activities.
• Represent the Society at meetings, conferences and workshops and other forums to promote the activities of KRCS and articulate humanitarian relief issues
• Prepare concept papers, periodic progress reports and annual reports showing achievements of the procurement unit against planned targets as well as providing justification for performance variances and areas of improvement
• Oversee and manage the clearance and forwarding of all the international shipments. Ensuring permits and necessary certifications are issued ahead of any shipments
• Offer guidance to procurement and user department teams, regional and branches on all matters related to procurement policies and processes
• Management of Organization Insurance Covers and Reporting, following on claim documentation and submission to Insurance Companies.

PERSON SPECIFICATIONS
Academic Qualification

• Bachelor’s Degree in Procurement and Supply Chain Management/Administration
• Relevant professional qualification.

Professional Qualifications

• Member of a relevant professional body (KISM/CIPS)

Experience

• Minimum of five (5) years’ relevant experience with one years (2) at supervisory level

SKILLS/ KNOWLEDGE

• Ability to interpret long term plans, programs and budgets developed at senior management level.
• Interpersonal and leadership skills.
• Business/Financial Acumen, Business Savvy, Innovative.
• Project management skills.
• Ability to develop plans, programs, SOPS, and coordination of workflows.
• Stakeholder relationship management.
• Demonstrate high levels of integrity.
• Decision making.