Procurement Officer

Our client, Uraia Trust, was first established as a programme (the Kenya’s National Civic Education Programme, popularly known as Uraia) through a partnership of a group of development partners and Civil Society Organisations (CSOs) in Kenya.

The programme aimed at consolidating a mature political culture in which citizens are more aware of, and fully exercise their rights and responsibilities, as well as participate effectively in broadening democracy.

Initially, the key focus of Uraia was more on facilitating the engagement of a number of civil society actors to push for reform across a range of key issues such as the constitutional review, boundaries review and electoral reform among others.

This has since changed to focus on civic engagement to accompany civic education to enable a more holistic and integrated approach in achieving Uraia’s goals and objectives.

In this regard, Uraia transitioned from its current state to a new entity, Uraia Trust in line with its Strategic Plan (2011-2015). It is in light of this that Uraia seeks to recruit high calibre, results oriented and self driven professionals with integrity to take up the following position:

Ref. No. PROC/11

Job title: Procurement Officer

Supervisor/Manager title: Head of Support Services

Department: Support Services Location: Nairobi

Job summary

The jobholder is responsible for the efficient and effective management of all procurement and supplies within the Trust to effectively support Uraia’s programme and administrative activities.

Key responsibilities

• Plan, direct, and coordinate all procurement and supplies activities of the Trust as directed by the Head of Support Services.
• Ensure the Trust gets value for money through procurement of quality goods and services and that all procurement processes adhere to set procurement guidelines/policies.
• Develop mechanisms and tools to monitor expenditure and advise the Trust on possible value add cost management measures.
• Develop procurement targets and prepare the annual procurement plan in liaison with departmental and unit heads to facilitate procurement of materials, supplies and services.
• Formulate a sourcing strategy for the materials, supplies and services in accordance with the Trust’s policy and budgetary limits.
• Prepare and update the procurement manual for the Trust, ensure concurrence with the Head of Support Services on amendments and undertake training for the Implementing Partners.
• Develop the procurement budget and ensure all procurement expenditures are within budget.
• Coordinate the tendering process from preparation of bid documents to contracting.
• Ensure proper contracts management including management of supplier relationships and ensure supplier performance monitoring and evaluation.
• Spearhead cost reduction in procurement initiatives at the Trust through implementing cost effective stock holding levels.
• Undertake vendor background checks and maintain a database with vendors' details.
• Maintain proper procurement records to ensure an audit trail and update procurement files.
• Prepare monthly and quarterly procurement reports.
• Facilitate the engagement of all administrative services and monitor the performance of security contractors.
• Coordinate the effective management of the Trust’s equipment and facilities including ensuring the repair and maintenance of buildings and other installations are promptly carried out.

Focus areas of responsibility - % of time spent

• Procurement and supplies management (procuring, tender and contracts management, supplier relationship management etc) - 80%
• Administrative responsibilities -20%

Organisational positioning

Reports to: Head of Support Services

Academic and professional qualifications

• An undergraduate degree in procurement or a business related field with professional qualifications in procurement or supply chain management (CIPS-UK, or equivalent).
• The job holder must be a member of the Kenya Institute of Supplies Management (KISM).

Experience

• At least four years experience in procurement or supply chain management preferably in an INGO or programme related environment.
  

Additional skills

• Planning and coordination skills.
• Good oral and written communication skills.
• Decision making and sound judgement abilities.
• Quality orientation abilities.
• Negotiation skills.
• Interpersonal sensitivity skills.
• Problem solving and analytical skills.

Core technical skills required for the role

• Procurement and supplies management.
• A good understanding of local and international procurement guidelines and procedures.

The offer

These are challenging and exciting roles that provide the qualifying candidates the opportunity to make a marked difference in the realisation of Uraia Trust’s goals and objectives.

If your career aspirations match these exciting opportunities, please write in confidence quoting the position title and reference number on the subject of the e-mail or cover letter on or before 1 July 2011.

Enclose your curriculum vitae containing a working e-mail address, daytime telephone contacts, qualifications, experience, present position, current remuneration, names and addresses of three referees should be sent to the address below or e-mailed to uraiatrust@kpmg.co.ke.

Executive Selection Division,
KPMG Kenya,
Lonrho House, 16th Floor, Standard Street,
P O Box 40612-00100,
Nairobi.

Only short-listed candidates will be contacted.