Job Description
Overall Job Function
Reporting to the Operations Manager, the Procurement Officer will be responsible for providing efficient and effective procurement management support as per the CHS procurement policies and procedures. The main responsibilities include facilitation of the acquisition, supply, delivery, storage and disposal of goods and services, as well as logistics operations at optimum cost effective levels in a thoroughly documented, process compliant, expeditious and effective manner.
Key Responsibilities
• Initiate an end to end procurement process
• Document and ensure implementation of procurement committee recommendations and actions
• Ensure optimisation of Navision system throughout the procurement cycle
• Under the guidance of the Operations Manager develop, and implement procurement plan according to the procurement budget
• Ensure preparation, review and clearance of documentation (evaluations, requests for awards, purchase orders and contracts for services) through the procurement committee and the existing CHS approval work flows
• Ensure safe custody of the Purchase Orders, Quotations, Correspondence, and any other accountable documents
• Provide guidance to internal clients on procurement procedural matters and on developing adequate Terms of Reference and Requests for Proposal
• Provide guidance to technical teams to ensure compliance with procurement policies and processes
• Generate and disseminate complete, accurate and relevant monthly procurement reports on user friendly, standardised templates to support project management decision making
• Take lead in the pre-qualification of suppliers, vendors assessment and vendor audit as may be required from time to time
• Coordinate the preparation, execution and monitoring of CHS leases, service contracts and frame work agreements for all administrative and programmatic needs
• Working closely with the field offices ensure the updating of fleet management service history, accuracy of the fuel consumption reports, processing of the fuel expenses replenishment in a timely manner, satellite tracking and fleet compliance reports
• Collaborate with field offices to ensure optimal use of assets, supplies and inventories, ensure systematic tagging, insurance (and related claims processes), annual documented physical verification and disposal at close out per project specific disposal provisions
• Working closely with finance to maintain an updated asset register for CHS
• Ensure continuous innovations, adoption of best practices and regular reviews of procurement & logistics operations
• Manage stores and provide regular inventory reports (monthly & quarterly) for the different items stored within the CHS stores
• Monitor stores inventories, reorder levels and optimise supply to the field locations
• Support transport and logistics
• Perform other duties assigned by the supervisor.
Person Specifications
• Bachelor’s degree in Procurement and/or Supply Chain, Business Administration or its equivalent
• Minimum of five (5) years progressive experience in a procurement and logistics role
• Proficiency in MS Office tools and office automation solutions.
• NGO experience is desirable
• Knowledge of various donor procurement guidelines is a plus
• Professional qualification in Purchasing / Diploma from Chartered Institute of Purchasing and Supplies (CIPS) or equivalent certification
• MUST be an active member of procurement professional body such as KISM, CIPS etc
• Working knowledge of import/export legislation and common customs regulations.