Reports to: Procurement Coordinator
Supervises: N/A
Career Level: Assistant Level 1
The Procurement and Contracts Officer works closely and collaborates with program and operational teams to ensure an effective and efficient Contract management processes. The Procurement and Contracts Officer will effectively manage a portfolio of contracts i.e. procurement of consultancies, services and goods in order to facilitate the delivery of quality projects on time and on budget.
Key responsibilities
Outgoing Contracts/Agreements for Procurement of Consultants, Goods and Services
Act as a link between procurement and contracting process by ensuring due process was followed on awarding and raise any gaps that may be noted in the process.
Expeditious and accurate preparation of agreements incorporating key network provisions, special conditions of contract and risk mitigating measures as identified
Manage issuance of internally executed consultancy outgoing agreements and follow-through for full execution
Forward to finance for payments and programmes for follow through, fully executed consultancy agreements
Maintain an updated dashboard for all issued procurement contracts indicating primary donors, amounts, deliverables and timelines for deliverables
Close monitoring of all contracts for timely extension/renewal; provide quarterly alerts to procurement team to commence tendering for any agreements due to lapse in 3 months (quarterly)
Provide accrual information to the finance team by the 10th of the end of the quarter (or earlier as required) for ongoing contracts
Provide status of pending contracts every two weeks
Act as the primary repository for all procurement contracts
Identify and summarize the key obligations in specific donor agreements procurement and ensure these are shared with procurement staff and internal stakeholders
Participate in donor inception workshops and share the key expectations with internal stakeholders
Monthly reports-monitoring and extending SLAs and other contracts due for extension
Market Research and Procurement Planning
Maintain database on market prices for routine procurements
Conduct market research for high value/complex procurements
Ensure quarterly procurement plans are completed by programme staff and commence supplier identification and registration for any new categories
Assist in populating procurement and other reports as requested
Supplier pre-qualification and Performance Evaluation
Maintain and update the supplier roster as required
Conduct due diligence checks (supplier references, site visits, historical data, and anti-terrorism compliance) on new and existing suppliers as and when the need arises including Bridger checks and secure approval for inclusion into supplier roster
Act as the repository for supplier management and annual vendor evaluation process and ad hoc evaluation for high value contracts
Procurement
Prepare solicitation documents as and when required
Prepare quotation/comparative analyses as the need arises
Qualifications
Bachelor’s degree in a Business field such as accounting, finance, strategic management, business, economics etc.;
CIPS/KISM qualifications.
Key Skills/ Competencies
Sound knowledge and experience with donor rules and regulations (EU, USAID, DANIDA etc);
Knowledge of an ERP system
Effective skills in contracts management
Experience in drafting and managing contracts.
Interpersonal skills and the ability to communicate effectively at all levels (written and verbal);
Self-starter with strong organizational skills
Leadership and people management skills.
Capacity Building & Training skills
Has an affinity with the vision of WWF-Kenya and adheres to WWF Kenya’s values
Identifies and aligns with the core values of the WWF organization: Courage, Integrity, Respect and Collaboration.
Experience:
Minimum of 5 years of experience in procurement and contracts & reporting, within an international non-governmental organization with complex donor requirements
Working Relationships
Internal: interacts with the Heads of Departments, Finance & Operations staff and All WWF Kenya staff.
External: Interacts with the WWF Network, Government Ministries and department, Service Providers and suppliers, Regulatory Bodies and Other Conservation Agencies
This job description covers the main tasks. Other tasks may be assigned as necessary according to organisational needs.
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Please apply with your CV and cover letter as one file with the Job Title of Position Applied for on the subject line to: hresource@wwfkenya.org to be received no later than 20th July, 2021. We will not accept applications without a CV and cover letter.
Apply via :
hresource@wwfkenya.org
