Primary Purpose
This position is primarily responsible for carrying out the purchasing and procurement functions of supplies, equipment and services. It ensures procurement of high-quality and cost-efficient supplies, equipment and services. The position is also responsible for maintaining purchasing records and facilitating accurate documentation to Finance .
Key Relationships
Internal to CWS
Procurement Coordinator
Procurement Manager
Procurement Supervisor
Other team members in the Finance, Administration and Program departments
External
Vendors
Customers
Any other Partners in relation to his/her capabilities
Working Environment
O ffice and/work from home environment .
P eriodic travel to the field as may be required.
Responsibilities
Leadership 15%
Engage in effective team management and supervision as per CWS expectations, including: ensure policies, procedures, and culture are understood and abided by; provide clear expectations, managing performance, yearly performance evaluations, and coordinating proper use of benefits; providing coaching and corrective action plans as needed; effective communication; maintaining accurate job descriptions; ensuring a safe and professional work place; and promoting safe-space, open door, and escalation policies.
Under the guidance of the Procurement supervisor contribute to strategic planning conversations to set and achieve RSC Program goals.
Provide input on quarterly and/or annual departmental staff and work projections, which contribute to Procurement annual budget.
Identify processing gaps by regularly undertaking frontline processing activities, and then work to fill the identified gaps.
Procurement Administration 30%
Participates in developing, facilitating, implementing, monitor and reviewing procurement plans.
Ensures all approved quotations are captured in SAGE and approved LPOs sent to the vendors.
Reviews invoices and ensures complete documentation (GRN, Invoice, Delivery Note, LPO) and submits to finance for payment.
Prepares VAT and DUTY exemptions for Ministry of Foreign Affairs and Kenya Revenue Authority in IPMIS system.
Support and work with the team to ensure there is a current market assessment and market surveys and price list is in place for various items is place.
Participates in budget preparation by researching cost estimates of proposed items.
In coordination with other departments establishes detailed requirements for office supplies, equipment and other goods and services required.
Analyses incoming bids by coming up with a comprehensive analysis on the requirements of the bid for review by the committee meetings.
Prepares the Request for proposal (RFP) reports for evaluation /tender committee’s review.
Completes vendor forms and updates the scans and the vendor list on the fileserver.
Ensures reconciliations for vendors by comparing invoices and payments.
Coordinates and facilitates the vendor pre-qualification process
Provide input/ideas and apply cost saving measures to ensure program sustainability.
Manages the flow of complete procurement documents between the departments.
Issuing purchase orders/Contracts.
Overseeing contract fulfilment; and providing support to the procurement Officers and other departments within the organization who are involved in procurement.
Responsible for training CWS employees on how to use the purchasing system and issuing directives on how to purchase specific items.
Work with the procurement Officers to ensure that we have supply chain visibility through reporting and end to end procurement tracking
Representation 10%
Assists in conducting market research to capture the current cost, evaluate offers from vendors and negotiate better prices.
Liaises with vendors to create realistic delivery schedules and compare actual deliveries in order to evaluate vendor performance and responsiveness.
Builds and maintains positive working relationships with all members of staff, and contactors both within and outside CWS Africa
Compliance 30%
Manages the supply chain function at CWS which includes procurement of goods and services in a cost-effective, timely and transparent manner in line with CWS Polices, Co-operative Agreement and 2 CFR 200
Responsible for managing all updated procurement contracts, coordinate and monitor the supply chain function to ensure compliance with procurement policies and practices and donor requirements.
Ensures procurement records are accurate, up to date and in compliance with donor policies.
Data management 10%
Tracks vendor invoices and utilities on the procurement excel spread sheet.
Regularly updates the Note Verbal excel sheet.
Tracks orders to ensure timely deliveries.
Additional Roles and Responsibilities 5%
Performs any other duties as assigned to improve the operations of CWS Africa
Experience
Qualifications
Five (5) years’ experience in procurement or with similar administrative responsibilities
Experience in the non-governmental sector preferred.
Skills
Demonstrated excellent computer skills for Microsoft Word, Excel, Access and Outlook Working knowledge of SAGE and 2 CFR 200
Demonstrated strong organizational and time management skills
Strong written and verbal English skills
Education & Certifications
Bachelor’s Degree or equivalent in Business Administration, Supply Chain Management, Public Administration, Procurement or other related field or four (4) years of paid work experience in lieu of a bachelor’s degree is required
Diploma in Purchasing and Supplies Management is preferred
Membership of professional body such as KISM, CIPS etc. required
Abilities
Manage large and diverse workload under pressure with competing priorities.
Communicate effectively both verbally and in writing.
Follow instructions from the Supervisor with a positive and receptive attitude.
Deal effectively and courteously with many associates, outside agencies, applicants and members of the general public.
Maintain the integrity of official records.
Analyse and solve complex problems and make sound decisions.
Work with minimal supervision
Maintain a high-performance standard with attention to detail.
Work independently and contribute to overall operations of RSC Africa.
Conduct oneself in a professional and courteous manner to represent the best interests of RSC Africa and CWS/IRP.
Carry out all of the duties of the position efficiently and effectively with minimal supervision.
Take initiative.
Maintain strict confidentiality with RSC Africa administrative and operational information.
Work well as a team in a multi-cultural environment while maintaining a high level of motivation.
Effectively manage RSC Africa’s resources.
Actively participate in the implementation of the U.S. Government Operational Refugee Processing Program in Africa
Important Requirements
Strong English communication skills, both written and oral.
Commitment to diversity, equity, and inclusion and willingness to support CWS’ Platform on Racial Justice as a CWS employee required
