International Planned Parenthood Federation Procurement Specialist Jobs in Kenya

International Planned Parenthood Federation Procurement Specialist Jobs in Kenya


Job Purpose

  • The Procurement Specialist is responsible for the procurement of goods and services and supporting improvement in logistics and procurement functions

    Key Tasks

    Under the overall supervision of the Head of Operations

  • Develop, facilitate, implement, monitor and review procurement plans

  • Manage the supply chain function at IPPF which includes procurement of goods, works and services

  • Responsible for managing all procurement contracts, coordinate and monitor the supply chain function to ensure compliance with procurement policies and practises and donor requirement

  • Procure all materials and equipment ordered in a cost-effective and transparent manner in line with ARO and donor specific policies

  • Liaise with suppliers to create realistic delivery schedule and compare actual deliveries in order to evaluate supplier performance and responsiveness

  • Ensure that all order request purchase orders are tracked from point of planning and request through to final receipt. Regularly review update and share the databases and trackers to his/her supervisor

  • Prepare the request for proposal (RFQ) and ITB relevant documents and reports for tender committee review

  • Participate in evaluation of bids and proposal and make sure the bids evaluation report technical evaluation, minutes of negation’s and negotiated contract in selection of consultants contain all the facts and information required to justify the recommendation made in the reports

  • Ensure that proper procurement systems and procedures that ensure strict adherence to set policies under the overall finance and administration rules for the Regional Office and Sub-Offices

  • Maintain a database on all procurement activities for Regional Office and Sub-Office and ensure purchases assets are registered in the inventory databases.

  • Maintain and update suppliers list using the Supplier registration form

  • Coordinate and facilitate the supplier pre-qualification process

  • Ensure procurement files are accurate and records are in compliance to Procurement manual and donor policies, filing systems is properly established all soft copies and hard copies of procurement files and accessible and manageable by stakeholder

  • Review Invoices and attached supporting document and submit for payment of suppliers to finance on a timely manner

  • Review Invoices and attached supporting document and where necessary to submit for tax exemption request to Head of People, Culture & Administration.

  • Responsible for ensuring that IPPFAR travel policies and procedures are well understood and followed.

  • In coordination with Administration establish detailed requirements for office supplies, equipment and other goods required (for workshops and meetings)

  • Ensure that requisite quotes are obtained from the list of approved suppliers and ensures that such purchases are adequately supported by LPOs, Invoices and Delivery notes

  • Ensure all approved quotations are captured into the ERP in time and that LPOs raised are sent to the selected suppliers

  • Ensure all suppliers/service providers invoices are scrutinized, recorded and promptly accounted for into the ERP

  • To build and maintain positive relationships with all members of staff, and contactors both within and outside the Federation
    To undertake any other reasonable duties as may
  • be requested by the supervisor.

    Competencies

    Professionalism

  • Knowledge and experience of working with International Non-Governmental Organization.
    Knowledge of wide range of SRHR programs and innovations, specifically related to Gender, Inclusion and Humanitarian response

  • Knowledge of the region and/or countries in the region as per IPPF delimitation, including the political, economic, and social dimensions
    In-depth understanding of reproductive health issues for vulnerable groups in the Africa Region, including IDPs, Refugees, women, adolescent and young people

  • Ability to identify and to formulate conclusions/recommendations to resolve a wide range of complex issues/problems

  • Ability to work under extreme pressure, on occasion in a highly stressful environment (e.g. civil strife, natural disasters and human
    misery).

  • Ability to relate SRHR and Humanitarian issues and perspectives, including gender and inclusiveness issues, to human rights Programmes

  • Show pride in work and in achievements; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations.

    Planning and Organizing

  • Develops clear goals that are consistent with agreed strategies

  • Identifies priorities and knows when to adjust priorities if necessary

  • Allocates appropriate amount of time and other resources for completing work

  • Foresees risks and allows for contingencies when planning

  • Organizes training sessions, e-training and facilitate same

  • Monitors and adjusts plans and actions as necessary

    TeamWork

  • Works collaboratively with colleagues to achieve organizational goals

  • Solicits input by genuinely valuing others’ ideas and expertise

  • Is willing to learn from others

  • Places organizational and team agenda before personal agenda

  • Works independently and as a team member

  • Supports and acts in accordance with the final team-decision, even when such decisions may not entirely reflect own position

  • Shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

    Accountability

  • Takes ownership of all responsibilities and honors commitments

  • Delivers outputs for which one has responsibility within prescribed time, cost and quality standards

  • Works on multiple deliverables simultaneously, independently and meet deadlines without compromising quality

  • Strong report writing and presentation skills

  • Operates in compliance with organizational regulations and rules

  • Takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

    Communication

  • Speaks and writes clearly and effectively
    Listens to others, correctly interprets messages from others and responds appropriately

  • Asks questions to clarify, and exhibits interest in having two-way communication
    Tailors language, tone, style and format to match audience

  • Demonstrates openness in sharing information and keeping people informed.

    Education

  • Post-graduate degree in any of the following: - Commerce, Business Administration, Finance, Economics, Procurement and Supplies Management, or their equivalent qualification from a recognized institution

  • Post-graduate diploma in Purchasing and Supplies (CIPS)

  • Membership of Kenya Institute of Supplies Management will be an added advantage

    Work Experience

  • Five (5) years relevant practical procurement experience

  • 8 years relevant experience in procurement and/or financial management, administration preferably in an NGO.

  • Understanding of the local market, local legislation related to contracts, suppliers, contractors and business requirements and tax regulations, legal aspects of contracting and contract management.

  • NGO experience preferred with thorough understanding of institutional donors’ policies relating to procurement

  • Forecasting; Project management; Logistics information systems; Business strategy; Supply and inventory management Supply and demand planning.

    Languages

  • English and French are the working languages of the ARO. For this post fluency in English (both oral and written) is required. Knowledge of French is desirable. (Knowledge of Portuguese is an advantage.)

    Assessment

  • Evaluation of qualified candidates may include a desk review and/or an assessment exercise which may be followed by competency-based interview.

    Other Requirements

  • Competent working in a multicultural environment.

  • Willing to work outside standard office hours as required.

  • Willing to travel internationally.

    How to Apply

    For more information and job application details, see; International Planned Parenthood Federation Procurement Specialist Jobs in Kenya

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