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Universities Fund – Principal Supply Chain Management Officer.

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PRINCIPAL SUPPLY CHAIN MANAGEMENT OFFICER | UF/2022/12

Minimum Qualifications: Masters Degree

Job Term: Permanent

Position Level: UF 4

Remuneration: Min Ksh 112,350 – Max Ksh. 140,600

Number of positions: 1

Qualifications, Skills and Experience Required:

Academic Qualifications

 Bachelor’s degree in any of the following disciplines: – Procurement and Supply Chain Management; Purchasing and Supplies Management. Supply Chain Management; Procurement and Contract Management; Logistics and Supply Chain Management; Procurement and Logistics Management or equivalent qualification from a recognized institution;

  1. b)     Master’s degree in any of the following disciplines: – Procurement and Supply Chain Management; Purchasing and Supplies Management. Supply Chain Management; Procurement and Contract Management; Logistics and Supply Chain Management; Procurement and Logistics Management or equivalent qualification from a recognized institution.

Professional Qualifications / Membership to professional bodies

  1. a)     CIPS Professional Qualification or its equivalent;
  2. b)     Membership to KISM or CIPS;
  3. c)      Holding a valid Supplies practitioners license Member.
  4. d)   A Management Course lasting not less than two (2) weeks from a recognized institution.

Previous relevant work experience required.

At least eight (8) years relevant working experience, three (3) of which must have been at Supervisory position

Functional Skills:

  1. a)     Proficiency in ICT
  2. b)     Negotiation
  3. c)      Project implementation 
  4. d)     Risk management
  5. e)     Budgeting
  6. f)       Analytical
  7. g)     Report writing
  8. h)     Coaching & Mentoring

Behavioral Competencies/ Attributes:

  1. a)     Decision making skills
  2. a)     Confidentiality
  3. b)     Attention to detail
  4. c)      Team player
  5. d)     Ability to work under pressure
  6. e)      Administrative skills
  7. f)        communication skills
  8. g)     Emotional intelligence  
  9. i)       Fulfills the requirements of Chapter 6 of the Constitution of Kenya, 2010

Responsibilities:

The job holder is responsible for coordinating the procurement and disposal strategy, planning, monitoring, and purchase execution management, contract management in compliance with Public Procurement and Asset Disposal Act 2015 and Regulations 2020 enabling five (5) user departments obtain goods, services and works to meet business objectivist through rolling out of a procurement plan of over Kshs.100Million.The job holder is also responsible for coordination and supervision of all stores functions ensuring right goods are delivered and stores are replenished on time.

Managerial / Supervisory Responsibilities

  1. Formulating of procurement and logistics policies, strategies, procedures and systems that are in line with established public procurement laws and practices;
  2. Coordinating full implementation and strict compliance of established procurement and logistics policies, strategies, procedures and systems;
  3. Participate in development of Departments work plan
  4. Identify training needs for the department staff
  5. Oversee day -to -day management; control the operations within department, including deployment of staff and physical resources
  6. Leading, inspiring, mentoring and coaching department staff;
  7. Overseeing preparation of procurement plan of over Kshs.100 Million and disposal processes as per public procurement & Disposal act 2015 and regulations 2020;
  8. Coordinating preparation of departmental budget of over 15Million and procurement plans to enhance smooth running of the department;
  9. Coordinating development of procurement requirements with internal stakeholder from initial need identification to final goods or service delivery to meet stakeholder needs;
  10. Ensuring implementation of risk management systems within the procurement department;
  11. Coordinating preparation of statutory reports to facilitate submission to the Public Procurement Regulatory Authority (PPRA) EACC, Ministry of Planning and Treasury   within provided format and timelines;
  12. Coordinates maintenance of supplier relationships and databases to ensure delivery of quality goods, works and services;
  13. Coordinating the development of performance measures for the evaluation of performance of procurement staff against the Boards strategic plan;
  14. Ensuring compliance with PPADA 2015 and best practices in procurement and supply chain management;
  15. Participating in departmental and committee meetings as appropriate;
  16. Coordinating the implementation of procurement contracts to ensure project closure;
  17. Coordinating negotiations as prescribed in the PPADA 2015;
  1. Spearheading Management of procurement compliance with the relevant ISO standards and procedures of the Board and
  2. Ensuring no stock outs by establishment and maintenance of re-order levels while maintaining optimum stock.
  3. Overseeing award of 30% of the procurement budget to the firms registered with Access to Government Procurement Opportunities;
  4. Overseeing of implementation of Buy Kenya Brand Kenya Initiatives of sourcing of at least 40% of the procurement budget locally:
  5. Overseeing preparation of procurement implementation reports for submission to the Board of Trustees committee;
  6. Participate in the implementation of performance management in the department
  7. Coordinate staff and ensures all activities in the procurement and logistics department run as scheduled by establishing process of setting targets within department and work towards achievement
  8. Coordinate regular meetings with staff and user departments to discuss department’s performance and resolve any issues in procurement and logistics processes
  • Operational Responsibilities / Tasks
  1. Ensuring market surveys are carried out and maintain   catalogs of prevailing market prices to inform placement of orders or adjudication by Accounting Officer;
  2. Ensuring preparation of departmental and consolidated procurement and disposal plans as prescribed in PPADA 2015;
  3. Ensuring registration, updating and maintenance of supplier data bases so as to distribute procurement opportunities to the suppliers fairly:
  4. Managing evaluation of supplier’s performance to establish quality and reliable suppliers that meet the Boards quality standards and delivery schedules;
  5. Coordinating communication with all department and end users on quality specifications of goods, works and services consumed by the Board;
  6. Coordinating preparation, distribution and publishing of procurement and disposal opportunities;
  7. Coordinating receipt and opening of tender documents as per Public Procurement and Disposal Act 2015 and regulations 2020;
  8. Ensuring safe guarding of procurement and disposal documents and records as per outlined legal provisions;
  9. Coordinating appointment of procurement, disposal and negotiation committees by the Accounting Officer
  10. Coordinating evaluation of tenders within stipulated timelines as set out on the public procurement and Disposal Act 2015 and regulations 2020;
  11. Coordinating issuance of LPO’s and expediting of the orders to meet the expected delivery times;
  12. Ensuring preparation, distribution and publishing of notices of award and tender acceptances;
  13. Ensuring implementation of Accounting Officers recommendations on procurement and disposal issues;
  14. Ensuring provision of information as may be required for any petition or investigation to debar a tenderer or contractor or any investigation under review procedure to the Public Procurement Regulatory Authority and other relevant government agencies;
  15. Ensuring preparation and monitoring of contracts by user departments to ensure implementation of contracts in accordance with the terms and conditions of contract to achieve value for money:
  16. Ensuring preparation of variations, modifications to contract and subsequent approvals to enhance project implementation and closure;
  17. Ensuring timely delivery of requested goods, works and services through expediting of orders and contract monitoring;
  18. Coordinating inspection and acceptance of received goods, works and services;
  19. Ensuring   supplier payments are processed within the stipulated credit periods to enhance good working relationships between the institution and the suppliers;
  20. Coordinating the preparation and submission of requisite mandatory reports to Public Procurement Regulatory Authority;
  21. Coordinating the development and execution of risk management strategy for all the risk factors affecting the procurement and
  22. Strengthening of internal control systems through implementation of auditor’s recommendations.
  23. Develop and communicate stores and inventory management policies, processes and procedures
  24. Develop key performance indicators to measure effectiveness of procurement and logistics/stores operations

Financial Responsibility

  1. Ensuring development of procurement budgets of over 15 Million per year;
  2. Ensuring Consolidation of the institutional procurement plan of over Kshs.100Million;
  3. Ensuring recouping of procurement petty cash of Kshs. 50,000;
  4. Coordinating Preparation of   supplier payments as per LPO’s and contracts
  5. Coordination of consolidation of procurement plan of over Kshs.100 Million.

Responsibility for physical assets around the area of work:

  1. Responsible for physical assets assigned to the department of over Kshs.5 Million;
  2. Coordinates initiation of creation of fixed asset in fixed asset register;
  3. Coordinates procurement of new fixed assets.

Communication

The job holder will need to understand the following information to discharge his/her mandate:

  1. Detailed written /email instructions or requests from departments, suppliers etc;
  2. Procurement reports affecting the institution 
  3. Negotiation with suppliers over price, contracts, or services
  4. Drawing up and amending contracts/drafting of legal documents
  5. Detailed verbal or written instructions or requests to employees of the institution or contractors
    1. Makes strategic decisions that influence the procurements with short and long terms effects;
    2. Makes operational decisions that direct day to day operations of the department 
    3. Establishes and manages linkages, collaborations and interactions with various stakeholders on matters supply chain;
    4. Sets the strategic direction of the Supply chain 
    5. Allocation of work to staff;
    6. The individual holder will regularly negotiate and persuade with external stakeholders
  6. Decision Making/ Job Influence:
  1. Makes strategic decisions that influence the procurements with short and long terms effects;

  2. Makes operational decisions that direct day to day operations of the department 

  3. Establishes and manages linkages, collaborations and interactions with various stakeholders on matters supply chain;

  4. Sets the strategic direction of the Supply chain 

  5. Allocation of work to staff;

  6. The individual holder will regularly negotiate and persuade with external stakeholders

CLICK HERE TO APPLY

Deadline: April 29, 2022

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