Procurement Officer At Colleges and Institutes Canada

Position Identification

Title: Procurement Officer

Supervisor: Human Resource and Administration Manager

Location: CICan Kenya Office

Start Date: TBD

Background

Colleges and Institutes Canada (CICan) is implementing a number of projects related to youth skills development in Kenya in collaboration with the Ministry of Education (MOE) and other partners. The following projects are currently being implemented:

• Young Africa Works-Kenya is a partnership between the Mastercard Foundation, the private sector, the MOE, and other relevant Government of Kenya agencies to improve employment outcomes in the country. As a key strategic component of Young Africa Works, the Young Africa Works-Kenya: Youth Employability through Technical and Vocational Education and Training (Young Africa Works in Kenya-TVET) Program will strengthen the quality of TVET institutions and systems in Kenya. Young Africa Works in Kenya-TVET is a 5-year program (2020-2025) implemented by CICan. The program works through a partner-driven participatory approach focusing on supporting the development of 26 Centres of Excellence (COEs) as model institutions that will increase the participation of young Kenyans, particularly women, in market-relevant skills training programs to ultimately increase the number of youth in dignified and fulfilling work in the Big Four and digital sectors.
• The Kenya Blue Economy Skills Training Program (KBEST) is a 7-year (2022-2029) program funded by Global Affairs Canada. KBEST has a strong focus on increasing the equitable participation of girls and women, youth and vulnerable populations in the Blue Economy. KBEST will include collaboration with the Kenyan Ministry of Education, county government, civil society and industry, working with 22 TVET institutions in the Coast and Lake Victoria regions of Kenya. It will share the expertise of Canada’s colleges and institutes in linking youth, educational institutions, and employers to develop training for employment programs in Kenya around the Blue Economy.

General Expectations

Reporting to the Office Manager, the Procurement Officer is responsible for communicating with supplier community and procuring project material and services. She/he will solicit and advertise the procurement requirements to suppliers and carry out procurement practice with integrity through fair and open competition. In addition, the Procurement Officer will demonstrate compliance with applicable requirements (CICan and donor policies and procedures) and ensure that the technical efforts in procurement adhere to the standard operating procedures and good business practice. She/he will support the timely and effective implementation of projects’ technical scope of work and aligned to the global or regional agreements where available. The day-to-day tasks of this position encompass all aspects of supply chain from supplier identification to delivery and post procurement support for the CICan Office in Kenya and all projects being implemented in Kenya. CICan is working with a procurement consultant on equipment procurement for CBET courses being launched at partner TVET institutions and the Procurement Officer will provide support on this, as needed.

As a project team member, the position is responsible to contribute to issues resolution, resources, planning and procurement. The position may involve occasional travel within Kenya.

Duties and Responsibilities

• Maintain Procurement Standards and Promote Compliance: Maintain procurement standard operating procedures in compliance with corporate policies, contractual terms, donor’s regulations and other requirements as well as ensure that team members are aware of and understand procurement policies and procedures and support compliance of the same.
• Coordinate Procurement Planning: Provide information for the development of procurement plans and strategies across the CICan Office in Kenya.
• Supplier Selection: Develop criteria for supplier screening, evaluation and shortlist.
• Supplier Database: Maintain a database of pre-qualified suppliers as per procurement guidelines, as well as track contractual agreements.
• RFQs: Develop specifications for various requirements to be included in request for proposals and requests for quotes, solicit quotes and proposals from vendors. Prepare bid documents, evaluation matrix, and bid analysis.
• Negotiations: Identify key negotiation parameters for procurements pertaining to the industry, supplier cost and quality data to aid the evaluation and negotiation of payments and credit terms for all suppliers.
• Procurement Documentation: Prepare procurement documentation such as requests for proposals, requests for quotes, bid documents, purchase orders, terms and conditions, and supplier and consultant contracts. Finalize purchase orders and contracts for approval in line with delegated signature authority.
• **Record keeping:**Maintain files for each procurement with related documents such as purchase orders, quotations, correspondence, evaluations, Goods Received Notes and any other accountable documents. In addition, ensure that all documentation pertaining to each procurement is complete before making payment requisition requests.
• Quality of Goods & Services: Maintain vendor quality standards by ensuring delivered items match required quality, quantity and scope, resolve delivery or performance issues, including discrepancies between purchase orders and items/quantities shipped or received. Ensure the equipment purchased is delivered on time and is assembled at place of delivery, if needed.
• Reporting: Prepare periodic project procurement reports for each project with a focus on: RFQ, PO and contract procurements, spend analysis, vendor, category, unit spend and any other relevant metrics.
• Custodian of Assets: Maintain asset management records and accounts for all property that is provided, purchased, or acquired for project activities. Maintain a custodial receipt system for property that is issued to project personnel, Kenya Office staff or retained in storage.
• Guidance on Policies: Provide supervisor with timely technical advice and recommendations on the full range of procurement issues.
• Document Templates & Terms: Use contract terms, conditions and clauses, and requirements in accordance with CICan corporate policies. Document any related standard templates to ensure clarity to processes and procedures as well as protect the interest of the organization.
• Perform other duties as needed.

Qualifications:

• Fluency in English and Swahili.
• Kenyan citizen or legally permitted to work in Kenya. Note: CICan will not provide a work permit or sponsor individuals.
• Bachelor’s Degree in Procurement and/or Supply Chain, Business Administration, Commerce or any other business-related degree. Professional qualification in purchasing / Diploma from Chartered Institute of Purchasing and Supplies (CIPS) or equivalent certification.
• Minimum five years of experience in Procurement and Inventory Control in Kenya.
• Some working experience working in a donor-funded program environment of an NGO will be an asset.
• Ability to establish and maintain effective linkages with both internal and external partners.
• Strong computer skills, including demonstrated ability using Microsoft Office Suite.
• Ability to work independently and collaboratively on a team.
• Strong analytical skills with the ability to collect, organize, analyze, and disseminate significant amounts of information.
• Demonstrated punctuality, attention to detail, professionalism, patience, and an overall outgoing and positive attitude.
• Excellent interpersonal skills, exhibiting grace under pressure, able to bring together diverse groups of people.
• Flexible, adaptable, and able to execute a range of job duties and changing priorities concurrently.
• Excellent verbal, written, and presentation skills with the ability to articulate information to a variety of constituents across cultures.
• Professional maturity, sensitivity with different cultures, and impeccable integrity that exemplify the CICan’s values.