Roving Procurement Officer At Islamic Relief Kenya

Job Title:

Roving Procurement Officer

Reporting To:

Head, Support Service (SSC)

Staff Reporting:

N/A

Matrix Management:

Kenya Program

Base Location:

Nairobi with 50% travel to the field with a focus on Emergency Response

ISLAMIC RELIEF

Established in 1984 in the UK, Islamic Relief is an international NGO seeking to promote sustainable economic and social development by working with local communities through relief and development activities. We aim to help the needy regardless of race, religion or gender. Through working in chronic food deficit areas and in the most disadvantaged areas, IRK has ensured that its programmes target those who are most vulnerable in the most disadvantaged areas. These programmes include Health and nutrition, Water and Sanitation, livelihoods, Child-welfare and other special programmes (Qurbani and Ramadhan).

The Islamic Relief Kenya in its pursuit to support and strengthen its operations, seeks to employ motivated, hardworking and pro-active individual to fill the position of roving procurement officer

JOB PURPOSE

Provide support services to programs to ensure smooth, safe and efficient operation of the program activities in accordance with the Procurement and Logistics Guidelines and with adherence to the donor guidelines. Serve as a member of the Disaster Response Team and prove high quality and agile support to the emergency response programmes

Under the direct supervision of the Head, Support Service (SSC) , the incumbent performs the following functions:

Procurement:

• Developing the tender dossiers and RFQs and sharing with SSC for review prior to release/advertisement

• Developing Commercial contracts and offer letters and sharing with SSC for review prior to contracting

• Preparing bid evaluation reports and analysis and sharing with SSC for review prior to offer and award notifications

• Preparing NFFs and Waivers for deviations and sharing with SSC for review prior to completions

• Participate Tender Opening Sessions as and when delegated by the SSC

• Tasked in negotiation management in coordination with the SSC

• Conducting due diligence for new suppliers

• Conducting reference checks for new suppliers

• Circulating regret emails to non-successful bidders

• Ensure PRs specifications are correctly done, train staffs on the various specifications

• Conduct field visit as and when required

• Submission of procurement documents to finance for payment facilitation

• Tracking supplier’s performance and overall management

• Contract tracking and amendments as and when required

• Supplier payments tracking & keeping record of the tracking sheet

• Under the direct supervision of the Head, Support Service (SSC) , process LVO, SQ, RFQ and ITT procurement thresholds as assigned to you by the SSC.

• Advertisement of tenders

• Issuing and receiving of bids

• Preparing bid evaluation reports and analysis

• Archiving of procurement and logistics documentations both hard and soft copies (external hard disk provided) – bi-weekly basis as well as electronic archiving

• Support the SSC in reviewing of department budget forecasting

• Support SSC in developing of Framework agreement

• Support SSC in developing of prequalification of suppliers and service providers

• Support SSC in sourcing of new suppliers when need arise

• Share the screening document with IRW for new vendors

• Support market assessment exercise on quarterly basis

• Share procurement and logistics documents with the SSC for review and approval prior to contracting formalities.

• Implementation of the procurement plans

Warehousing

• In close collaboration with the SSC, review/develop stock documentation and ensure implementation according to IRW logistics manual

• Share weekly and monthly stock reports with the SSC

• Initiate sporadic physical stock counts in collaboration with programme staff.

• Ensure quality of goods received are in alignment with specifications in purchase request in collaboration with relevant technical programme staff and ensure GRN is signed upon receipt of goods.

• Archiving of Warehouse documents both hard copies and soft copies.

• Explain and discrepancies of stock reports to management and archive it.

Assets management

• Ensure all Assets are received, registered, tagged and updated as per IRK procedure.

• Inventory check on Assets as per IRK procure monthly, bi-annually, and annually in all areas.

• Follow up with HR and IT to issue assets to new staff arrival.

• Follow up with HR and IT to receive issues assets to all staff leaving the mission.

• Work closely with SSC, relevant logistics staff to make sure Assets database are updated accordingly to IRK operational handbook.

• Archive of Assets documents both hard copies and soft copies.

• Dispose and transfer of Assets as per IRK procedure and government regulations.

• Generate separate list of assets and keep it current and updated

Fleet

• Ensure IRK Fleet Operational Handbook is in place, explained and followed.

• Ensure IRK vehicles are registered, tagged, tracked, and maintained.

• Ensure IRK generators are registered, tagged, tracked, and maintained.

• Ensure fleet movements are tracked and recorded

• Ensure fuel consumption are tracked and recorded

• Dispose and transfer of vehicles as per IRK procedure and government regulations.

ERP Systems Management (Procurement Module) – AX System:

• Pos monthly clean up (AX system)
• PR monthly clean up (AX system) – follow up with the requestors
• LPOs posting (AX system)
• Update LPOs (AX system)
• Vendor creation (AX system)
• Screening of new vendors
• And among other duties and assigned by the LM/supervisor.

Qualification requirements:

• Bachelor’s Degree in procurement, Logistics and/or Supply Chain Management or related field • Minimum 3 years of similar experience

• 5 years of experience with diploma of procurement, logistics and/or supply chain management may be accepted in lieu of the bachelor’s degree.

Knowledge skills and Experience:

• Business acumen including proven negotiation skills and advanced contract management skills

• Relevant experience on managing procurement for humanitarian emergency projects

• Strong interpersonal & communication skills capable of building strong working relationships and influencing customers and internal teams

• Excellent communication and influencing skills

• Strong negotiation and influencing skills with proven results in delivering positive outcomes for business

• Strong interpersonal skills, team player with the ability to effectively influence others into action

• Demonstrated skills in databases management and use for monitoring of procurement, inventory, and forecast needs

• Great relationship management

• Impeccable time-management

• Change positive

• Supplier performance management

Languages

• Excellent communication skills in English is required

• Fluency in Somali and other local languages is an advantage but not mandatory