Job Description
DIRECTORATE/DEPARTMENT: Supply Chain Management
Department
GRADE/LEVEL: IRA 5
IMMEDIATE SUPERVISOR: Manager, Supply Chain
Management
REF: AMSCM 17
a) Job purpose
The position is responsible for the operations management of the Supply Chain
Management function. Advising the user department on the best procurement
practices while ensuring there is continuous availability of goods, work and
services to ensure seamless operations.
b) Job specifications
Duties and responsibilities will entail:
I. Managerial/Supervisory responsibilities
(i) Develop Supply Chain management processes, procedures, legislation for
effective and efficient operations;
(ii) Develop draft contracts in conformance and compliance tender documents
to ensure compliance with legislation and protection of Authority’s
interests;
(iii) Ensure preparation of professional opinion to the Accounting Officer in
compliance with PPADA and the Regulations;
(iv) Prepare professional opinion to the Accounting Officer in compliance with
PPADA and the Regulations;
(v) Develop and Implement and enforce regulations and policies on supply
chain management that aligns to the Corporate Strategy;
(vi) Develop, review, and maintain supplier selection, evaluation methods and
performance strategies to improve their effectiveness and efficiency;
(vii) Support users in conducting market research, advice on budget estimates
as well as guiding in the preparation of appropriate tender documents;
(viii) Implement all supply chain for goods, works and services in the Authority
and discharge of duties in line with the Public Procurement & Asset
Disposal Act and Regulations;
(ix) Review the preparation of statutory reports to PPRA and other reports for
goods, works and services and recommend for submission;
(x) Develop supplier relations for effective performance contract and delivery
goods, works and services;
(xi) Compile and Divisional Annual Procurement and Disposal Plan in liaison
with all head of departments;
(xii) Develop all risks related to procurement and contract management by
ensuring that appropriate controls are instituted and implemented to
mitigate and eliminate the risks
(xiii) Develop and implementation of the Department’s implementation of
Quality Management System, risk management and knowledge
management to ensure compliance.
(xiv) Coordinate and review posting of tenders and information to the relevant
IRA websites and Government
II. Operational Responsibilities / Tasks
(i) Participate and offer secretariat aspect of procurement committees that
are in conformance with the Act and Regulations;
(ii) Compiling supply chain management data;
(iii) Implement and enforce regulations and policies on supply chain
management;
(iv) Prepare analyse supply chain estimates of expenditure;
(v) Verify and participate in the disposal of Assets;
(vi) Coordinate and analyse the material receipt from suppliers and issues to
contractors; carrying out internal monitoring and evaluation of goods and
services;
(vii) Lead and participate in stock taking exercise;
(viii) Prepare any analyse stocks reconciliations;
(ix) Ensures suppliers are paid promptly by processing and passing the
payment documents to finance within the specified period;
(x) Supervise stores operations;
(xi) Plan, coordinate and execute timely and quality supply chain operations;
(xii) Prepare appropriate tender documents in liaison with the user
departments.
(xiii) Participate in the evaluation of tenders, proposals, quotations and offer
secretarial services;
(xiv) Participate in the Inspection & Acceptance of goods, works and services
and prepare inspection report;
(xv) Prepare of annual and revised procurement and disposal plans;
(xvi) Maintain proper procurement records to ensure adequate audit trail;
(xvii) Conduct periodic market survey for goods, works or services;
(xviii) Keeping track of tenders in progress and generating status reports.
(xix) Responsible for tender box opening of tenders, proposals, quotations;
(xx) Preparation of tender advertisement in the local press and posting them
on IRA and State Portal website;
(xxi) Assist manage contracts with the user departments and report any
variations in contract terms and conditions
c) Person specification
(i) Masters’ degree in Procurement and Supplies management, Logistics and
Supply Chain Management, Economics, Business Administration,
Commerce, Entrepreneurship or relevant field from a recognized institution;
(ii) Bachelor’s degree in any of the following disciplines: Supply Chain
Management and Logistics, Commerce/Business Administration (Supplies
Management option) Or relevant qualification from a recognized institution;
(iii) Membership to Kenya Institute of Supplies Management(MKISM) or
Chartered Institute of Purchasing and Supplies(CIPS) or equivalent
(iv) Management Course lasting not less four (4) weeks
(v) Supervisory Course for not less than two (2) weeks
(vi) Proficiency in IT with working experience gained in an automated ERP
environment
(vii) Six (6) years relevant experience
(viii) Meets the provisions of chapter six of the constitution