Job Description
Chief Procurement Officer Grade 15 (1 Post) - EU/VC/2023 - 0902
Summary
The Chief Procurement Officer/ Procurement Manager will direct and coordinate all aspects of the
University's Procurement, Accounts Payable, and University Services functions. He/ she will
operationalize policies, procedures, and objectives for the University's procurement activities in
accordance with the Public Procurement and Asset Disposal Act (2015) and other applicable guidelines as
per the law provided.
Responsibilities of the Head of Procurement Unit
i. Overseeing and facilitating the purchasing strategy.
ii. Planning and coordinating the activities of the Procurement Unit and managing the development
and implementation of the procurement plan in the University.
iii. Providing inputs for the preparation of the annual budget.
iv. Receiving procurement requests from originating officers, ensuring that the proposed procurement
is within the approved procurement plan, and that budgeted funds are available prior to
commencement of the procurement proceedings.
v. Coordinating the preparation of specifications, terms of reference, shortlists or advertisements, and
pre-qualification, tender or request for quotation documents, and where so required, submission of
tender documentation for evaluation prior to issue.
vi. Arranging the publication of advertisements and notices of contracts.
vii. Coordinating the process of opening of tenders and quotations and ensuring the preparation of
formal records of tender or quotation opening in accordance with the Public Procurement and
Asset Disposal Act (2015), and Regulations (2020).
viii. Preparing submissions for approval of the award by the Vice-Chancellor in accordance with the
Public Procurement and Asset Disposal Act (2015), and Regulations (2020).
ix. Maintaining and updating the database of suppliers.
x. Negotiating with consultants, where necessary or with other tenderers where expressly permitted,
in the Public Procurement and Asset Disposal Act (2015), and Regulations (2020).
xi. Preparing notification of awards and contracts.
xii. Preparing Contract Documents and Purchase Orders, in line with award decisions
xiii. Maintaining procurement records in accordance with the Public Procurement and Asset Disposal
Act (2015) and Regulations (2020)
xiv. Advising the University management on the following:
a. Reliability of suppliers based on past dealings with them
b. Ability of suppliers to provide credit to the University where necessary
c. Ability of suppliers to give warranties where applicable.
xv. Supervising teams of subordinate staff in purchasing, operations and logistics.
Qualification Requirements
i. Earned Bachelors and Masters in Procurement and Supplies Management OR equivalent degrees
from accredited institution(s).
ii. At least 10 years' experience in a senior procurement position directly related to the duties and
responsibilities specified.
iii. A Member of Kenya Institute of Supplies Management.
iv. Computer literate, especially MS Word and MS Excel skills.
Knowledge, Skills and Abilities Required
i. Ability to negotiate contract terms with key suppliers to ensure value for money, quality standards
and delivery terms with technical and operational input from stakeholders.
ii. Ability to prepare bids, requests for quotes, and proposals in compliance with GoK policies and
requirements.
iii. Ability to manage contractual arrangements and obligations.
iv. Ability to assess and report on contract compliance and product/ service quality.
v. Ability to analyze purchasing requests/ orders for compliance with procurement procedures.
vi. Ability to forecast price and market trends to identify changes of balance in buyer-supplier power.
vii. Ability to develop, implement and maintain a supplier relationship and evaluation process to
measure effective supplier performance and compliance.
viii. Knowledge of accounts payable principles, procedures, and standards.
ix. Knowledge of budget preparation and fiscal management.
x. Skills in examining and re-engineering procurement operations and procedures, and formulating
policy.
xi. Ability to supervise and train employees and foster a cooperative work environment.
xii. Working knowledge of contract law.
People Management
i. Provide leadership to the procurement section.
ii. Be a mentor and manage a team that delivers continuous improvement, added value and cost
reductions.
iii. Set department objectives and monitor ongoing progress and performance of procurement
activities.
iv. Ensure that the procurement function operates in accordance with required health, safety and
environmental policies and procedures to ensure the safety and wellbeing of staff and other
stakeholders.
Terms
The incumbent shall hold office on a contract period of Five (5) years but may be eligible for
reappointment for a further one term in accordance with terms and conditions of service as approved by
the Council from time to time.