FSD Africa – Procurement Officer Nairobi, Kenya.

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Reports Directly to: Assistant Procurement Manager

Job Purpose


The role holder is responsible for implementing FSD Africa’s procurement strategy for the timely, cost effective acquisition of goods and services that results in added value to FSD Africa and meet the standards of international best practice and FSD Africa regulations.

KEY RESPONSIBILITIES AND ROLE REQUIREMENTS
 
Planning & Program Support

Work with Assistant Procurement Manager and heads of the departments to collect, review and incorporate user needs in the procurement plan ensuring they are in line with FSD Africa’s work plan and budget resulting in the implementation of a proactive and responsive procurement plan:

  • Engage with the user department to collect procurement needs for inclusion in the procurement plan; review previous FSD Africa’s procurement plans and budgets to ensure that repeat procurements are minimal as well as considering opportunities for enhancing cost-effectiveness through bulk purchases
  • Consolidate identified procurement needs and develop a draft annual procurement plan that supports FSD Africa’s business plan
  • Monitor the implementation of the procurement plan so to ensure responsiveness to the user needs
  • Work continually to improve and enhance the level of customer service provided to staff and partners
  • Participate in evaluation of bids and provide professional guidance. 

Vendor Identification & Evaluation

Participate in the process of identifying suitable and appropriate vendors that meet the needs and requirements of FSD Africa.

  • Work with project leads to develop and apply objective criteria for supplier selection & pre- qualification (during generation of ToRs and EoIs) and issue tender documents to bidders
  • Coordinate receipt of proposals and evaluation pack for the panel, consolidate proposal assessments and share outcome with panellists in accordance to procurement policy provisions and best practice
  • Review FSD Africa’s supplier’s performance to identify vendors that performed poorly / well according to performance contracts
  • Carry out market research on potential suppliers and vendors to ensure that the database of FSD Africa vendors includes new entrants in the market
  • Manage the pre-qualification process in a transparent manner in order to attract the most appropriate suppliers for frequently procured items
  • Conduct due diligence on selected pre-qualified vendors to mitigate risk
  • Manage vendors professionally and providing feedback to improve their performance.

 
Procurement & Disposal Management

Support the procurement and purchasing process in a proactive and transparent manner which results in adding value to FSD Africa’s activities and has a positive impact on organisational performance:

  • Review received procurement authorisation request for completeness, accuracy and relevance in line with FSD Africa’s procurement plan;
  • Develop a relevant and appropriate RFP/RFQ in line with scope of work/ TOR’s for the sourcing of suppliers of goods/services; facilitate the evaluation process according to and in line with FSD Africa’s policies and procedures.
  • Recommend relevant and appropriate methodology of sourcing in line with guidelines of threshold and will result in the identification of the most suitable supplier/ vendor.
  • Work with the relevant departments to prepare and or finalise the list for disposal and convening of the committee meetings.
  • Assist in educating suppliers so that they comply with FSD Africa’s procedures and provide proper documentation that will ensure timely payments to be made


Accountability & Compliance

Ensure that FSD Africa’s policies and procedures in procurement are followed and are in accordance with best practice:

  • Maintain the tracker for contracts, ensuring details are up to date.
  • Maintain a record of amendments to service contracts and grant agreements, including tracking of sole-source contracts.
  • Strengthen institutional capacity through development of procurement tracking tool and weekly procurement dashboards for status reporting of procurements.
  • Support audits; ensuring that any corrective actions relating to procurement are closed out in a timely manner

 
Contracts & System Development

In liaison with the Legal and Contracts Office, support the contracts development process that has FSD Africa’s interests and expectations in mind, and that there is a clearly defined legal and binding document with the vendor for quality service delivery:

  • In liaison with functional contract managers, engage vendors in contract negotiations to ensure that FSD Africa gets value for money and that T&Cs are clear and acceptable to both parties before contracting.
  • Develop service contracts in line with agreed recommendations as defined and agreed at the end of the evaluation and selection process.
  • Contact and inform vendors of contract awards and project plan (start end date, milestones, deliverables, contract KPI’s, focal point person)
  • Monitor validity of issued contracts ensuring that the relevant notifications are communicated to the contract focal point person raising awareness for completion.

 
Carry out any other duties or special assignments as assigned by the Management.

PERSON SPECIFICATIONS
 
Qualifications and Education

  • Bachelor’s degree in supply chain management, logistics or business administration or any other related field
  • Full or Partial qualification in CIPS

Experience, Knowledge and Skills

Essential

  • 2-3 years of procurement management experience
  • Excellent written and spoken English

Desirable

  • Experience of working in a multi-cultural environment
  • Experience of working with the donor community
  • Experience working with Microsoft Dynamics ERP systems

Languages: English, Swahili and/or other African languages

Click Here To Apply

Application Deadline: 15th September, 2020

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