Key Responsibilities

Procurement Planning

Proactively partner with respective departments and teams in the organization, assess their non-trade procurement requirements for various planning horizons and convert the requirements into phased procurement plans in alignment with their approved budgets and cash flow forecasts
Non-trade procurement plan developed and signed-off by respective functional department managers and shared with the Chief Accountant to be incorporated in the annual budget planning cycle and reviewed monthly/quarterly in line with budget review cycle

Supplier Management

Create and maintain a supplier framework which inculcates a just-in-time procurement culture for high-use goods and consumables, with standardized ordering and delivery windows direct to the user, minimizing the quantity of goods and consumable inventory held in storage on Twiga premises
Seek non-trade suppliers who can deliver the requirements of the non-trade procurement plan and evaluate their capability to supply including visiting their locations, obtaining references to confirm their ability to supply within the supplier framework
Coordinate the activities of the procurement committee, set up meetings, share agendas in advance and minutes within 12 hours of the meeting
Document and avail the list of pre-qualified non-trade suppliers per class of supplies. Diversify the supplier portfolio for the purpose of maximizing financial and operational performance and minimizing risk
Manage the KYC process for onboarding non-trade suppliers, and maintain tight controls over supplier master data, including closure of dormant accounts
Manage the relationship between non-trade suppliers and Twiga, ensure effective communication across all stakeholders and resolving all issues with non-trade suppliers.
Conduct routine visits to key non-trade suppliers and participate in supplier audits

Executing the Procurement Process

Own supply agreements, leasing contracts and purchase orders and ensuring timely closure, cancellations or renewals to ensure all costs are current and accurate
Review all Requests for Quotations/Proposals (RFQs / RFPs) ensuring they contain all relevant information and to proceed to the next step in the process
Send out all RFQs/RFPs to the pre-qualified non-trade suppliers per class of supplies and aggregating the quotations received on a timely basis for review
Raise all orders - Local and Overseas Purchase orders (LPOs/OPOs).
Conduct a detailed analysis of quotations/proposals provided by non-trade suppliers to understand key drivers of costs and in that way engage actively in negotiations regarding specifications, costs, terms, delivery period, after sale service etc., to ensure components and services are sourced at the best value and most preferential total cost.
Correctly matching the selected quotes and communicate declines to unaccepted quotations
Confirm that non-stores and services are received physically and acknowledged in the system by various users in conformance to the 3-way matching procedure and policy standard
Receive store inventory physically and general services into the ERP in conformance to the 3-way matching procedure and policy standard
Confirm that the returns process for all deliveries that do not conform to specifications, have price or volume inconsistencies or are delivered later than the agreed date and adhered to
Thoroughly evaluate all component and capital cost changes to ensure that variances are substantiated, aligned with users and approvers prior to updating any transactions/changes to the system
Close over-age LPOs and cancel incorrect LPOs and initiating correcting or supplementary LPOs

Disposal Management

Aggregate all obsolete fixed assets and consumables across all functions in the organization and prepare disposal requisition in keeping with the Twiga disposal policy for approval
Execute the disposals as approved

Reporting

Report all outstanding LPOs on an ageing basis to inform the accrual process
Reconcile the Goods received pending invoicing ledger and reporting on an ageing basis
Present comprehensive, accurate and informative reports with trends, insights, concerns, and recommendations clearly elaborated

Self-management

Model Twiga’s culture and way of working
Proactively manage own performance and deliver performance objectives and outcomes set
Attend monthly 1-on-1 performance enablement discussions and quarterly performance reviews with the line manager, and institute corrective action where performance falls below expectation
Proactively manage own learning and development
Adhere to the annual leave plan agreed with the line manager
Adhere to people management policies

Compliance

Comply with all organization policies, procedures, and statutory guidelines. Minimize and mitigate risks to the organization and enforce zero-tolerance to non-compliance
Close gaps/lapses identified as an outcome of audits; risk and/or any other compliance review; investigations; or other assessment mechanisms and take corrective/preventive actions within the agreed timelines

Other

On a weekly/monthly basis, participating in the physical stock taking exercise for trading gods in conjunction with the wider accounting team
Participate in regular Fixed Asset verification and tagging exercise in the location(s) in conjunction with the wider accounting team
On a quarterly basis, participating in the business wide crate/pallet physical verification exercise and recommending write-offs losses

Academic And Professional Qualifications.

A bachelor’s degree from a recognized accredited university preferably in procurement, economics, commerce, accounting, or a related field
Certificate or Diploma in procurement or materials management is an added advantage. Registration with, and a practicing certificate from the Kenya Institute of Supplies management

Relevant Skills And Experience

At least three (3) years’ experience as a Procurement Officer gained in a busy operational environment, with a good knowledge and understanding of supply chain management, and stock control systems in multi-user/network environment
Working knowledge of tax rules, quality standards regulations, procurement policies and regulations and familiarity with all import documentation
Experience in analyzing business procurement trends and use of proven methods to develop insightful well informed buying strategies
Self-starter with good analytical, critical thinking, and problem-solving skills. Good organizational skills, able to prioritize and delivery objectives set within timelines given
Strong consultative and influencing skills with the ability to build strong working relationships across all levels and bring together stakeholders
Strong interpersonal, communication and presentation skills with the ability to communicate information, whether technical or non-technical to staff members and customers, in a clear and concise manner
Strong proficiency in Microsoft Word, Excel, PowerPoint
Results-oriented, flexible and adaptable to rapid change, with the comfort working in a fast-paced, high demand environment
Enthusiastic, decisive, pragmatic, resilient and forthright individual with a sense of urgency, and unquestionable integrity
Willing and able to travel