IPPF 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.

Person Specification

Competencies

Proffesionalism

Knowledge of (related field). Demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting

commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns.

Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

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 team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

Planning & Organizaing

Develops clear goals that are consistent with agreed strategies;

identifies priority activities and assignments; adjusts priorities as required; allocates appropriate

amount of time and resources for completing work; foresees risks and allows for contingencies

when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.

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.

Accountability

Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards;

operates in compliance with organizational regulations and rules; supports subordinates,
provides oversight and takes responsibility for delegated assignments; takes personal
responsibility for his/her own shortcomings and those of the work unit, where applicable.

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

• Postgraduate 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.)

How to Apply

For more information and job application details, see; IPPF Procurement Specialist Jobs in Kenya

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