Procurement Assistant Job

KEMRI / CDC Research & Public Health Collaboration

Vacancy No.K48/04/11

Program description:

This program is collaboration between Kenya Medical Research Institute and the US Centers for Disease Control and Prevention whose remit is to conduct research in malaria, HIV and other diseases.

It is in this mandate that the program has a vacancy in BASE Administration - Procurement department.

Position: Procurement Assistant
(1 Position)
MR 7

Location: KEMRI / CDC Kisumu
Report To: Deputy Head of Procurement

Essential Qualifications

• Diploma in purchasing and supplies management from a recognized institute or CIPS LEVEL 4
• Be a member of a Kenya Institute of Supplies Management.
  
• At least 3 years post qualification continuous experience.
• Computer literacy especially Microsoft word processing and spreadsheet.
• Be in possession of a Diploma in purchasing and supplies management- CIPS LEVEL 4 or any equivalent from a recognized institute.

Desirable Qualities / Skills

• Sound background in procurement set up and practices with knowledge of or hands on experience with the Public Procurement and disposal Act 2005 & Regulations.
• Experience in complex Research items procurement
• Should have an experience in international procurement, customs procedures.
• High integrity and motivated
• Ability to use MS Suite (Word, PowerPoint, Excel & Access)
• Familiarity with Enterprise resource planning (ERP) packages will be an added advantage.
• Excellent English skills, written and verbal

Responsibilities

• Day to Day Procurement activities following KEMRI/CDC Procurement policies, procedures and regulations.
• Implementation of the VAT and Duty exemption applications where applicable.
• Verifying PRFs for correctness and completeness e.g approvals by project managers, proper item coding, pricing and attachments where necessary.
• Assists in the preparation of Request for Quotation (RFQ), tender documents, contractual agreements and purchase orders in accordance with KEMRI/CDC procurement guidelines.
• Contributes to updating and user training of the KEMRI/CDC procurement procedures manual.
• Assists in maintaining and managing good supplier relationships.
• Assists in market surveys for the latest market price trends and conditions.
• Assists in ensuring that accurate procurement records are maintained, including all actions and documents for review by the program's senior management e.g tender/Bid/Quotation documents.
• Safeguards the integrity of procurement documents, upholding confidentiality and privacy in the course of duty.
  
• Follow up, preparing and availing reports on pending purchase orders/activities on demand.
• Assisting supplier performance evaluation and rating and advising Deputy Head of Procurement on recommendations for action on poor performance.
• Liaising and co-coordinating with vendors and internal departments such as accounts, stores, projects, field stations, etc, to ensure communication of timely and efficient shipping and delivery arrangements of purchased goods and equipments.
• Handles cash purchases and maintains proper account of cash imprests whenever the need arises.
• Participates in cross-functional meetings including giving updates on requests status.
• Assists in liaising with clearing and forwarding agents to have good cleared from customs.
• Assists in handling vendor payment documents in liaison with stores and Accounts.
• Performing any other delegated assignments as required.
  

Job Summary

This is a challenging position that requires a highly skilled, self driven person who is resourceful and able to plan, organize and monitor own work and those under him/her with clear goals to achieve set targets with minimal supervision.

Integrity, sound judgment to cost, quality, internal controls, good public and interpersonal relations, communication skills, commitment to learn new skills, process and keep a breast of new developments in the supplies management.

Terms of Employment:

Six (6) one year renewable contract as per KEMRI scheme of service.

Probation period for the first 3 months.

Salary negotiable within the appropriate grade depending on Education, experience and demonstrated competency.

Applications should include the following:

• Letter of Application (Indicate Vacancy Number)
• Current Curriculum Vitae with telephone number and e-mail address
• Three letters of reference with contact telephone numbers and e-mail addresses
• Copies of Academic and professional Certificates, Diplomas or Transcripts
• Day time contact telephone number

Note: Applications must include copies of certificates. Diplomas and Transcripts. Applications without this will be disregarded.

Applications are due no later than 15th April 2011 To:

Human Resource Manager,
KEMRI/CDC Program,
P.O. Box 1578, Kisumu
Or e-mail to recruitment@ke.cdc.qov

Internal candidates interested in applying for this position are strongly advised to access an internal candidate application form available in the CDC Intranet, print and process it through the project Managers and attach it before forwarding application to HR.

Only short listed candidates will be contacted

Its recruitment process including, application, interview meeting and processing of offer letter. If asked for a fee, report such request immediately to 0701112145