Job Description

Position Title: Procurement Manager

Reports to: Procurement Coordinator

Supervises: Procurement Supervisor, Senior Procurement Officer

Division : CWS Africa

Department: Procurement

Country: Kenya

Job Location: Nairobi, Kenya

Grade Level: Job Grade 8, National

Introduction: Church World Service (CWS) is a not-for-profit, faith-based organization transforming communities around the globe through just and sustainable solutions to hunger, poverty, displacement, and disaster. CWS does not discriminate on the basis of race, color, religion, sex, national origin, gender identity, genetic information, age, disability or veteran status in employment or in the provision of services.

Primary Purpose: The Procurement Manager is responsible for overseeing the Procurement function of CWS Africa in Kenya. This position will spearhead the organization’s purchasing process from selecting suppliers to ensuring stock optimization, as well as provide guidance on sourcing and procurement processes. The Incumbent will have the responsibility and accountability for the purchase of goods, materials, and services to ensure that the CWS’s operational needs are met, considering price, quality, and delivery and to ensure continuity of supply. The Procurement Manager will be a supply chain and logistics expert who will specialize in implementing cost-effective purchases of all goods and services, as required by the organization ensuring quality control and adhering to the company’s policies and procedures on supply chain management will be some of the main priorities when carrying out this role.

Key Relationships:

Internal to CWS

RSC Africa Deputy Director Administration and Operations
Procurement Colleagues across CWS RSC Africa
Finance, Property, Travel & Logistics Colleagues
RSC Senior Management Team (SMT)
CWS Regional Procurement Team
Senior Manager Internal Auditing
Senior Manager Procurement
All CWS RCS Africa staff.
Direct Reports.

External

CWS Vendors and service providers.
Other agencies

Working Environment

Office based. Periodic travel to the field as may be required.

Core Job Responsibilities:

Procurement & Supply Chain Management 40%

Ensure that market surveys are performed regularly, to inform sourcing strategy through understanding of the market (including items availability and costs, identifying eligible suppliers, etc.).
Ensure Service Level Agreements (SLAs) for purchase and delivery of supplies/equipment/services are agreed with supported departments, monitored, periodically reviewed and updated.
Negotiate and manage contract terms with suppliers to ensure value for money, quality standards and delivery terms with technical and operational input from stakeholders and colleagues.
Support various teams to prepare annual procurement plans, consolidate procurement plans received from various teams (programs, program support and Field offices) and monitor its implementation.
Ensure that purchasing policies and processes are in place and updated regularly to meet CWS objectives and operational needs in terms of price, quality, and delivery targets and which enables the organization to function and compete effectively in the market.
Lead the identification of vendors, undertake periodic evaluation/assessment to monitor effective delivery so that the organization has effective/optimal mix of vendors.
Ensure that all purchased goods meet International Federation standards, are fit for their intended purpose and have, where applicable, appropriate inspection certificates.
Take part in procurement selection meetings to evaluate tender applications against approved technical specifications and with due regard to market price, cost, quality and speed of delivery as well as economy of operations.
Participate in meetings to negotiate procurement contracts with suppliers and vendors and following up to ensure that all contractual obligations are fulfilled within budgetary limitations and in accordance with the performance agreement.
Manage relationships with suppliers to include: identification of new suppliers, supplier evaluation and ensure that all suppliers are in compliance with CWS ethics, values and standards.

Leadership & Management (30%)

Oversee procurement activities, provide technical oversight, input, and direction to the procurement team on procurement matters to ensure effective and timely support to project implementation.
Provide direct supervision and leadership to the procurement team, including performance evaluations, staffing, employee wellbeing, JD development & review, time and leave management.
Ensures procurement activities are carried out in line with applicable policies, procedures, SOPs and guidelines.
Identifies training needs, develops and implements training plans for the procurement team, in coordination with the training unit.
Pro-actively coordinate with heads of department, develop procurement solutions, provide other departments with relevant procurement information useful to enhance project deliverables and seek feedback to take corrective actions on identified gaps.
Set departmental objectives/Key Performance Indicators (KPIs), review them and monitor the performance of direct reports.
Ensure coaching, mentorship, feedback and corrective action plans are carried out where needed.
Identify, build and maintain strategic partnerships and alliances with suppliers and partners.
Ensure that client departments receive quality, timely procurement service and assistance.
Motivate the procurement team to remain engaged and ensure optimal performance.

Administration (10%)

Stay current and up to date on any changes that may affect the supply and demand of needed products and materials and advise client departments of any impact.
Develop and maintain strong relationships with internal and external stakeholders to ensure optimal performance.
Ensure that professional and consistent supplier management is applied across the supply base in line with the CWS purchasing policy.
Provide proactive, rigorous, and logical methods to solve procurement related challenges faced by different stakeholders.
Ensure coherence in the procurement function to have positive impact on efficiency and value addition to the organization.
Conduct periodic customer surveys and use the outcomes for process improvement.
Recommend solutions without compromising quality or service while optimizing cost.

Risk Management and Compliance (10%)

In collaboration with Internal Audit, Senior Manager Procurement and CWS leadership, identify and assess areas of significant compliance risk within the procurement function and work with leadership to design and implement corrective action plans.
Ensure all procurement activities are performed in accordance with the laid down standard operations procedures, government regulations and any federal laws and regulations governing business operations.
In coordination with CWS Regional Procurement, ensure that HR policies and practices are compliant with Kenya procurement laws and any existing regulations and recommend changes as needed.
Follow-up and resolve any identified audit findings and support to implement internal and external audit corrective action plans.
Ensure that all purchases have complete and accurate support documentation and are appropriately filed.
Work closely with Program Integrity department and make follow-up on compliance issues.
Closely monitor Procurement processes to ensure efficiency and compliance.
Ensure that updated and complete procurement documents are maintained.
Ensure all procurement activities are conducted in an ethical manner.

Data Management and Reporting (5%)

Ensure standard reports are prepared, analyzed and shared with relevant stakeholders as per standard requirements and schedule.
Produce periodic reports aimed at monitoring quality and compliance on Procurement processes.
Develop Procurement-focused indicators and dashboard to measure efficiency and effectiveness.
Produce relevant reports for management decision making.

Additional Responsibilities (5%)

Other duties that may be assigned to enhance the quality and efficiency of procurement services to attain set objectives and maintain high professional standards of RSC Africa.
Other duties assigned by CWS/RSC Africa Management.
Lead in the delivery of Procurement projects.

Qualifications:

Experience:

A minimum of eight (8) years’ relevant work experience in Procurement/Supply chain management or related field is required.
A minimum of two (2) years of direct supervisory experience.
Knowledge and understanding of donors’ rules and regulations applicable to Procurement is desired.
Demonstrated experience in purchasing/procurement management, in the humanitarian context is preferred.
Experience in contract management and procurement management is desired.
Project management experience is desired.

Skills:

Excellent relationship management skills with the ability to engage, negotiate (at all levels) and manage key stakeholders and suppliers.
Excellent organizational skills, responding to internal and external clients in a timely and professional manner.
Demonstrated ability to work in a self-directed, fast-paced and results-oriented environment.
Proven management skills with the ability to optimise team performance and development.
Strong communication, interpersonal and influencing skills.
Excellent analytical skills and problem-solving abilities
Takes ownership for team cohesion and development.
Strong time management skills.

Education & Certifications:

Bachelor’s degree in Business Administration, Procurement/Supply Chain Management , Logistics or related field.
Master’s degree in Procurement/Supply Chain Management or related field is preferred.
Professional qualification in Procurement or Supply Chain Management is preferred.
Member of a relevant procurement professional body (KISM/CIPS).
Excellent skills in Microsoft Office Tools (Word, Excel, Outlook).
Certificate of Good Conduct.

Abilities:

Work and make decisions independently and contribute to the overall operations of RSC Africa.
Exercise good judgement and seek guidance as appropriate when confronted with unanticipated problems.
Maintain a high-performance standard with attention to detail, completing tasks within set timeframes.
Deal effectively and courteously with diverse stakeholders; internal customers, suppliers, auditors, donors.
Actively participate in the implementation of the U.S. Refugee Admissions Program (USRAP).
Manage large and diverse workload while working under pressure with competing priorities.
Analyze and solve complex problems and make sound decisions.
Maintain a high-performance standard with attention to detail.
Maintain the integrity of official records.

Important Requirements:

Strong English communication skills, both oral and written
Ability to work in a multi-cultural environment required.
Commitment to diversity, equity, and inclusion and willingness to support CWS’ Platform on Racial Justice as a CWS employee required.

Special Requirements:

COVID Vaccination is required for all successful candidates.
The candidate should be of good health, willing and able to travel extensively in often difficult conditions and have a high degree of flexibility. Must have proof of Yellow Fever vaccination before traveling for CWS Africa
Background check including references, valid Criminal Report Certificate and educational record check is required before the start of employment.
This position is based in Nairobi, Kenya.
This position always requires the use of laptops, competence in Microsoft office packages is required.
This position may require travel in sub-Saharan Africa on short notice and under sometimes difficult conditions to meet the demands of a dynamic operational program.
A valid passport and the ability to maintain a valid passport throughout the entire appointment is required, which includes having enough passport pages for travel.
Physical: This position requires bending, squatting, crawling, climbing, kneeling, sitting, standing, walking, pushing/pulling, handling objects (manual dexterity), reaching above shoulder level, using fine finger movements and lifting/carrying heavy loads.
Environmental: Incumbents in this position will be exposed to excessive noise, marked changes in temperature and/or humidity, dust and infectious diseases, harsh weather climates, long work hours, bumpy roads, extended travel, excessive sun exposure, and non-ventilated spaces.
All employees should be prepared to work from the CWS office within their location of hire.

Please Note – CWS recruitment is free of charge. Church World Service (CWS) does not charge fees of any kind during the recruitment process (Submission of application, interviews, assessments, training, etc.). Any solicitation of funds should be reported to Fraud@CWSAfrica.org.

CWS is an Equal Opportunity / Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, gender identity, genetic information, disability or protected veteran status. Auxiliary aids and services are available upon request to individuals with disabilities.