Job Summary: The Procurement Officer will primarily be responsible for providing procurement and logistics support to Act!’s operations in line with Act!’s policies, procedures and the laid down framework.
Resource Responsibilities
Budgetary Control: None
Other resources: IT Equipment
Reporting Line: The Procurement Officer will report to the Administrative Manager.
Work Relationships: In addition to working under the direct supervision of the Administrative Manager, the Procurement Officer will work collaboratively with the Administrative Officer and Support staff towards ensuring operational efficiency.
Key Internal Relationships
Administration staff
Budget holders
Key External Relationships
Suppliers, Vendors
Key Responsibilities
Specifically, the Procurement Officer will be responsible for but not limited to:
Procurement Management tasks
Source, select and negotiate for the best package in terms of quality, price, terms, deliveries and after sales services with vendors in line with the laid down policies and procedures-including but not limited to procuring travels, workshop venues, equipment, stationery and one-off goods and or services.
Conduct all project related procurements under the Purchase Workflow system through AccPac
Liaise with the administrative and logistics manager in obtaining specification of goods and services to be procured.
Ensuring continuous supply and timely delivery of goods and services as and when required for day-to-day operations of Act!
Assist in the vendor prequalification by participating in receiving and opening of tender documents.
Assist the Administrative Officer in handling all vendor related complaints with regards to goods and services.
Ensure all working documents regarding purchases are accurately completed and duly signed, recorded, filed and easily retrievable
Update and maintain all procurement and logistics filing systems
Assist in providing technical and secretarial services to the procurement team
Key Performance Indicators
To facilitate the tracking of the jobholder’s performance during the year, the following performance indicators have been identified and agreed upon:
All procurements conducted in line with laid down policies and procedures. –
All procurements raised through Purchase Workflow with a resultant LPO to the vendor before obtaining goods/services
All procurement requests to contain specifications of goods and/or services required to meet the needs of the requisition department/unit/program
Goods and services required for day to day operations available at the time required
Participation in and execution of tasks assigned during the vendor prequalification exercise
All vendor related complaints, queries and/or grievances responded to within 2 working days and resolved amicably; with a report prepared and filed
All payments duly supported with complete documentation from the procurement process
Meticulously maintained procurement and logistics files and documents
Up-to-date and duly completed minutes for all procurement team meetings
Qualifications, Experience and Skills
The minimum required academic and professional skills for the jobholder to perform successfully in their job are:
Academic qualifications
At least a Bachelor’s degree in Business Administration / Management, Commerce or a related field.
Professional Qualifications
Diploma in Purchasing and Supply Chain Management/Logistics.
Membership in KISM or MCIPS will be an added advantage.
Experience in years and indicate level of experience
At least 4 years’ experience in the Procurement and Logistics field with sound understanding of NGO Operations
Essential competencies
Must be a team player
Must be result-oriented
Ability to work under strict deadlines
Must be culturally and religion sensitive
Ability to classify and manage priorities
Ability to work with minimum supervision
Must be cost-conscious and quality minded
Excellent organization and coordination skills
Good interpersonal and communication skills
Must be a person with unquestionable integrity
Highly proficient in MS Word, Excel, Access, Power-point and the use of Internet for research
How to Apply
If you meet the requirements as contained in the job descriptions, please submit
(1) a detailed and current CV;
(2) an application cover letter demonstrating why you qualify for the position, quoting your current and expected gross salary and three referees including their most current contact details.
All applications should be submitted electronically to hr.admin@act.or.ke quoting the reference number (ACT/PO/08/15).
Only shortlisted applicants for interview will be contacted.
Deadline for applications submission is 5:00pm Friday 4th September 2015
Act! is an equal opportunities employer