Procurement Officer - Bondo, Siaya county

Your Responsibilities Will Include: 

R1. Procurement Operations

T.1 Take lead of the procurement operations in the organization from understanding procurement requests, sourcing for quotes, engaging procurement committee and ensuring that the desired products are delivered as per specifications and budgets. 

T.2 Prepare procurement status reports to reconcile with the procurement plan and report on any deviation. 

T.3 Assist in developing, coordinating and implement disposal plans when called upon. 

T.4 Participate in the formulation and implementation of procurement management strategies and policies as well as general financial policies and procedures. 

T.5 Schedule deliveries in Liaison with the requesting department, Finance assistant -Inventory and the Security Guards. 

T.6 Compile weekly, monthly and quarterly procurement reports for the review of the supervisor. 

T.7 Regularly update the procurement status board to ensure all staff have the visibility of the status of their procurement reports. 

T.8 Send a weekly procurement status report by Monday of each week to management and all concerned departments to aid in activity planning and rescheduling  

T.9 Participate in the preparation and implementation of annual procurement, based on annual budget, work plans and cash flow. 

R2. Requisitions

T.1 Liaise with respective departmental leads to understand and coordinate their respective procurement requests including timelines, specifications and budgetary allocations amongst others. 

T.2 Review requisitions for completeness and accuracy; follow up on discrepancies and specifications with the initiating department; identify available suppliers for each requisitioned item. 

T.3 Establish stock levels of the requested items in the stores before commencing the procurement process. 

T.4 Process requisitions into procurement analysis & purchase orders using Quick books.  

T.5 Classify and Prioritize procurement requests accordingly to facilitate smooth running of the organization. 

T.6 Prepare documents/tools to facilitate Request for Quotations/Proposals, Initiations to Bid and coordinate the processes for the same. 

R3. Procurement Documentation

T.1 Take charge of the necessary relevant procurement documents including but not limited to quotes, LPOs, supplier invoices, Supplier statement, Kenya revenue Pins, approved bank details , supplier contact info and any other KYC documentation that may be required  and hand over the same to the Finance Assistant – Payables to support financial transactions between the organization and its suppliers.  

T.2 Maintain records to ensure that procurement process, decisions and contractual agreement are accurately documented for accountability and audit purpose. 

T.3 Prepare or ensure that contractors/suppliers contracts are prepared whenever necessary and are signed off in good time.   

T.4 Keep and update supplier database containing key supplier information. 

T.5 Ensure all documentations are availed to the procurement committee for an annual supplier verification process. 

R4. Risk and Inventory Management

T.1 Ensure that the project does not suffer financial/material loss through fraud, error or any other means.  

T.2 Assist in carrying out spot checks on inventory with departments in liaison with Finance Assistant – Inventory and report any variations to the relevant staff.  

T.3 Liaise with respective departmental leads, Supervisor and Finance assistant -Inventory to verify current inventory levels and keep records to prevent inventory gaps. 

T.4 Inform management on a timely manner of any breeches in the procurement process or suspected Fraud. 

WHO WE ARE LOOKING FOR

a)  Level of education  

At least CPA 2. Diploma in Purchasing & Supplies, Procurement or any other relevant discipline is an added advantage.    

b)  Other competencies  

• Able to uphold and respect procurement ethics and to conduct activities with Honesty, Transparency and Integrity. 

• A self-starter, who is able to plan and manage his/her own work, takes initiative and strives to meet deadlines.  

• Ability to work effectively in a multicultural environment and within a team. 

• Knowledge of procurement processes, policies and procedures 

• Ability to handle multiple projects simultaneously to meet goals and deadlines without compromising the desired detail and work quality. 

• MUST be Proficient in Microsoft Office programs, such as Excel as well as accounting software, such as Quick books 

• Able to apply Generally Acceptable Accounting Principles (GAAP) and general Accounting Knowledge in work situations. 

c) Job experience  

At least three (3) years’ experience in a similar position.  

Other information 

The role is based in our main office in a rural area in the Western part of Kenya.   We are about 15 km from the nearest town . Due to the nature of work working hours might extend on some days. We are looking for candidates who are excited about living and working in a rural setup to a minimum of 3-5 years. There is a six month probation period and we will agree on performance and learning objectives. 

Want to apply?

o Send your motivation letter and CV in PDF format subject line "Procurement Officer"