Senior Procurement Assistant – Kenya National Hire

Position Title: Senior Procurement Assistant

Reports to: Procurement Officer

Supervises: None

Division: CWS Africa

Department: Procurement

Team: Kenya

Job Location: Nairobi Kenya

Grade Level: Grade 4, Senior Assistant, 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 based on 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: This position holder is responsible for the provision of accurate and timely assistance in administration of the procurement process, in compliance with the Procurement and Purchasing Manual as per the Church World Services procurement process, maintaining compliance with donor procurement standards. The incumbent will be a supply chain and logistics qualified who will specialize in implementing cost-effective purchases of all goods and services while adhering to the company’s policies and procedures on supply chain management . S/he will model the organizational values of CWS and will support colleagues to understand and live these values

Key Relationships:

Internal to CWS

• Line Managers/Supervisors,
• Procurement and Logistics Colleagues across CWS RSC Africa
• All CWS RCS Africa staff.

External

• Procurement and Logistics service providers,
• Other organizations(as applicable)

Working Environment

• Office environment. Periodic travel to the field may be required.

Purpose of the Job:

Procurement Management 60%

• Ensure proper recording and custody of all procurement documents.
• Safeguard and manage procurement records and filing in an organized manner.
• Participate in annual procurement planning with the program team
• Manage the procurement e-mail account, which includes organizing the inbox and creating folders for each procurement and maintaining anonymity.
• Guide staff on the appropriate procurement process based on expected monetary and authorization thresholds.
• Keep the procurement tracker updated and timely.
• Advise staff on the timing and timeliness of the procurement process to ensure goods/services are procured as quickly as possible.
• Review RFP/SOWs and evaluation scoresheets to facilitate the bidding and evaluation process.
• Guide staff on writing selection memos focusing on justifications for vendor selection and cost/price analysis.
• Support the evaluation of procurements as applicable.
• Draft contracts, LPOs, modifications, work/task orders, and other contractual documents.
• Engage in vendor negotiation discussions at the appropriate time.
• Track procurements through the process using a tracking sheet.
• Work with the Finance, Administrative and Program teams to ensure contract completion as part of the procurement tracking process.
• Ensure priority of compliance with CWS and donor procurement standards and requirements while doing what can be done to move the procurement process along as quickly as possible.
• Ensure ethical implementation and the integrity of the procurement process for all parties involved.
• May be required to assist with writing RFP/SOWs, selecting criteria, justifications, and performing cost/price analyses.
• Research potential vendors
• Track orders and ensure timely delivery
• Conduct market research to identify pricing trends
• Evaluate offers from vendors and negotiate better prices
• Prepare cost analyses
• Maintain updated records of invoices and contracts
• Follow up with suppliers, as needed, to confirm or change orders
• Liaise with warehouse staff to ensure all products arrive timely and in good condition
• Using various math skills and concepts, analyze information to facilitate quick decisions to choose suppliers, manage costs, and select quality goods and services.
• Ensure that information related to individual procurements is consistent, accurate, synchronized, and adequately documented.
• Be proactive in recognizing and initiating contract modifications to ensure the continued integrity of the contract terms and deliverables.
• Follow appropriate protocol for reporting suspected internal controls violations.

Financial Budget and Control 10%

• Work collaboratively, negotiate and engage with key stakeholders to facilitate delivery and compliance with the purchasing strategy
• Communicate with stakeholders the impact of market change and potential effects on supply. Recommend solutions without compromising quality or service while optimising cost
• Stay current and up to date on any changes that may affect the supply and demand of needed products and materials and advise others of any impact
• Commercially and financially awareness with experience of managing budgets
• Plan and deliver against project deadlines

Risk Management and Compliance (10%)

• Ensure quality control and adhering to the company’s policies and procedures on supply chain management
• Ensure that the function operates in accordance with any health, safety and environmental policies and procedures to ensure the safety and wellbeing of staff and visitors People Management
• Comply with the Health, Safety and Environmental Policies
• Evaluate the challenges faced by the CWS and take action to mitigate risks and develop opportunities
• Ensure that the function operates in accordance with any health, safety and environmental policies and procedures to ensure the safety and wellbeing of self, staff, and visitors
• 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.
• Work closely with Program Integrity department and make follow-up on compliance issues.
• Ensure that the function operates in accordance with any health, safety and environmental policies and procedures to ensure the safety and wellbeing of self, staff, and visitors
• Closely monitor Procurement processes to ensure efficiency and compliance.

Data Management and Reporting (10%)

• Produce periodic reports aimed at monitoring quality and compliance on Procurement processes
• Update Procurement-focused indicators and dashboard to measure efficiency and effectiveness.
• Assist in the production of relevant reports for management decision making.

Additional Responsibilities (10%)

• Any other duties as assigned.

Qualifications and Experience

Experience:

• A minimum four (4) years paid work experience is required.
• A minimum of 1 year experience in procurement/ comparable position from a reputable organization

Skills:

• Knowledge of Public Procurement and Disposal legislation.
• Knowledge in relevant professional standards
• Knowledge of the use of ERP software such as Sylogists, Coupa and any other ERP system
• Communication skills: strong verbal and written English Language
• Interpersonal skills
• Demonstrated computer skills in database systems, Microsoft Word, Excel, PowerPoint, and the internet.
• Excellent organizational and time management skills.

Education & Certifications:

• A degree in Procurement, Supply Chain Management, or equivalent degree.
• A post graduate Diploma in Procurement & Supply Chain Management is a plus.
• Member of Kenya Institute Supplies Management.

Abilities:

• Manage large and diverse workload under pressure with competing priorities.
• Ability to work well with teams
• Ability to make sound decisions.
• Maintain the integrity of official records.
• Work with minimal supervision
• Maintain a high-performance standard with attention to detail.
• Ability to add value, reduce costs and make CWS improvements

Important Requirements:

• Strong English communication skills, both written and oral.
• 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 situations. conditions, and have a high degree of flexibility. Must have proof of Yellow Fever vaccination before traveling for RSC Africa.
• This position is based in Nairobi, Kenya.
• This position requires use of laptops at all times, 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 demands of a dynamic operational program.
• Background check which includes references, and an educational and criminal check is required before the start of employment.
• 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.
• 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.
• Full time.
• 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 [email protected].

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.