We are seeking a skilled and experienced professional to fill the role of [Job Title], responsible for [primary responsibility]. The ideal candidate will possess a minimum of [X] years of relevant experience in [specific field or industry], along with a proven track record in [key skill or competency]. Strong proficiency in [specific software, tool, or technology] is required, and familiarity with [related technology or process] is highly desirable. The successful applicant will be tasked with [summary of core duties], including [specific responsibility 1], [specific responsibility 2], and [specific responsibility 3]. In addition, they will collaborate closely with [teams or departments], ensuring alignment with organizational goals. Excellent communication and organizational skills are essential, as the role demands both independent initiative and teamwork in a fast-paced environment.
Review approved purchase requisitions to ensure all details—including specifications, quantities, budget allocations, and timelines—are complete, then delegate appropriate follow-up actions to the Procurement Assistant.
Develop and execute a strategic approach to RFQ sourcing, including selecting suppliers, finalizing the invitation list, and establishing project timelines, while verifying that all quotation comparisons are thorough and precise prior to final approval.
Oversee the assessment and selection of suppliers by evaluating key factors such as pricing, quality standards, lead times, and compliance documentation, and authorize final recommendations prior to issuing the Letter of Purchase Order (LPO).
Review and authorize Local Purchase Orders (Los) in alignment with the established approval matrix, guaranteeing timely issuance and distribution to both suppliers and internal stakeholders.
Oversee the follow-up process for all outstanding Los to ensure timely delivery, promptly escalating any delays or backorders while coordinating corrective measures with suppliers. Additionally, keep internal stakeholders apprised of progress and any necessary adjustments to maintain alignment and operational efficiency.
Verify that all receiving confirmations, including delivery notes, goods receipt notes (GRNs), and service completion confirmations, are accurately and thoroughly completed in collaboration with Stores and Users.
Oversee the resolution of procurement challenges—such as incorrect items, partial deliveries, damaged goods, and shipment delays—through replacements, credit notes, and clear supplier accountability.
Ensure strict adherence to procurement documentation protocols and filing requirements, including requisitions, RFQs, quotes, comparative analyses, approvals, Los, GRNs/delivery notes, invoices, contracts, and warranties.
Collaborate closely with the Finance/Accounts team to verify that supplier invoices align with Los and delivery documentation through comprehensive 3-way matching controls, facilitating prompt payment processing.
Prepare and deliver weekly status reports to management, detailing open requisitions, outstanding local purchase orders, pending deliveries, escalations, and critical supplier concerns.
Responsible for the creation, oversight, and administration of departmental budgets and procurement strategies.
Identify and onboard suitable suppliers by conducting thorough evaluations to ensure they meet the organization’s established benchmarks and quality expectations.
Negotiate substantial contracts and framework agreements to ensure advantageous terms and conditions.
Ensure adherence to all applicable statutory and regulatory procurement mandates throughout the process.
To optimize purchasing power, aggregate procurement requirements across various departments to maximize cost efficiencies and volume discounts.
Perform comprehensive market assessments to pinpoint emerging trends, analyze price volatility, and evaluate potential alternative suppliers.
Streamline and optimize procurement operations by implementing standardized procedures and adopting industry-leading best practices to enhance overall efficiency.
Thoroughly examine and authorize supplier prequalification procedures to guarantee that only thoroughly reviewed and approved suppliers are contracted.
The department’s performance will be systematically tracked by monitoring and analyzing procurement key performance indicators (KPIs).
Prepare comprehensive reports for management detailing procurement activities, cost savings, and supplier performance on a consistent basis.
Minimum Qualifications include a Bachelor’s degree in Computer Science, Engineering, or a related field, along with a minimum of three years of professional experience in software development. Proficiency in programming languages such as Java, Python, or C++ is required, alongside familiarity with development frameworks and tools. Strong problem-solving skills and the ability to collaborate effectively in a team environment are essential. Additionally, candidates must demonstrate excellent communication abilities and a commitment to continuous learning and professional growth.
A bachelor’s degree in procurement, supply chain management, or a closely related discipline is required.
A prerequisite for this role is full registration with the Kenya Institute of Supplies Management (KISS).
Professional certifications, such as those offered by the Chartered Institute of Procurement and Supply (CAPS), will be regarded favorably.
A minimum of three to five years of progressively responsible experience in procurement and supply chain operations is required, including at least two years in a supervisory or coordinator capacity.
Proven expertise in negotiating with suppliers, managing contractual agreements, and implementing strategic sourcing initiatives.
Qualifications
BA/BSc/HND , Professional Certificate
Experience Required
3 - 5 years
