We are seeking a highly skilled and motivated individual to join our team as a [Job Title]. 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 responsibility or skill]. Responsibilities will include [specific duty 1], [specific duty 2], and [specific duty 3], among other tasks essential to driving success in this role. The position requires strong proficiency in [specific tool, software, or technical skill], exceptional problem-solving abilities, and the capacity to collaborate effectively across departments. Additionally, candidates must demonstrate excellent communication skills, both written and verbal, and a commitment to maintaining high standards of accuracy and professionalism. A degree in [relevant field] or equivalent experience is preferred.
The Procurement Specialist will verify that approved purchase requisitions contain all necessary details, including specifications, quantities, budget allocations, and timelines. Upon completion of this review, the specialist will determine appropriate follow-up actions and delegate these tasks to the Procurement Assistant.
Develop and execute the RFQ sourcing plan, including supplier selection, invitation list creation, and timeline management, while verifying that all quotation comparisons are thorough and precise prior to final approval.
Conduct in-depth assessments of suppliers, evaluating key factors such as pricing, quality standards, lead times, and compliance documentation to ensure alignment with organizational requirements. Upon completion of these evaluations, present findings and recommendations for final approval before proceeding with the issuance of the LPO (Local Purchase Order).
Review and authorize Los in accordance with the established approval matrix, ensuring timely issuance and distribution to both suppliers and internal stakeholders.
Oversee the follow-up process for all outstanding Los, promptly escalating any delays or backorders to the appropriate parties. Collaborate with suppliers to establish corrective measures and ensure alignment on timelines. Keep internal stakeholders informed and updated throughout the resolution process.
Ensure all receiving confirmations are accurately documented and verified in collaboration with Stores/Users, including delivery notes, Goods Received Notes (GRNs), and service completion confirmations.
Oversee the resolution process for all procurement-related issues, such as incorrect items, incomplete deliveries, damaged goods, and shipment delays. This includes coordinating replacements, issuing credit notes, and holding suppliers accountable for discrepancies.
Ensure complete adherence to and maintenance of procurement documentation protocols and filing criteria, including requisitions, RFQs, quotes, comparative analyses, approvals, local purchase orders (Los), goods receipt notes (GRNs)/delivery notes, invoices, as well as contracts and warranties.
Collaborate with the Finance/Accounts team to verify supplier invoices against Los and delivery documentation through 3-way matching procedures, ensuring alignment and facilitating prompt payment processing.
Prepare weekly status reports for management that cover open requisitions, pending Los, outstanding deliveries, escalations, and critical supplier concerns.
Responsible for creating, overseeing, and administering departmental budgets and procurement strategies to ensure financial efficiency and alignment with organizational objectives.
Spearhead the procurement of suppliers and conduct thorough assessments to ensure full compliance with organizational benchmarks and quality expectations.
Craft and finalize high-value contracts and framework agreements to attain advantageous terms and conditions.
Ensure adherence to all applicable statutory and regulatory procurement mandates.
To centralize procurement requirements across multiple departments, achieving cost efficiencies through aggregated purchasing power.
Perform comprehensive market research to assess emerging trends, pricing variability, and viable alternative suppliers.
To enhance operational efficiency, establish and enforce standardized procurement procedures while implementing industry-leading best practices throughout the organization.
Evaluate and authorize supplier prequalification procedures to guarantee that only qualified suppliers are utilized.
Monitor and evaluate procurement key performance indicators to assess departmental effectiveness and operational efficiency.
Prepare comprehensive reports on procurement activities, savings, and supplier performance to present to management on a regular basis.
Minimum Qualifications include a Bachelor’s degree in Computer Science, Information Technology, or a related field, backed by at least three years of hands-on experience in software development, with proficiency in languages such as Java, Python, or C++. Strong problem-solving skills are essential, along with the ability to collaborate effectively in agile environments. Familiarity with version control systems like Git and experience with cloud platforms, including AWS or Azure, are required. Excellent communication skills and a commitment to continuous learning are also necessary to thrive in this dynamic role.
A Bachelor’s Degree in Procurement, Supply Chain Management, or a closely related discipline is required.
A full registration with the Kenya Institute of Supplies Management (KISS) is required.
Professional certifications, such as those offered by CAPS, would be considered a beneficial asset.
Professional candidates must possess a minimum of three to five years of progressive procurement and supply chain experience, including at least two years in a supervisory or coordination capacity.
Proven expertise in negotiating with suppliers, managing contracts, and executing strategic sourcing initiatives.
Qualifications
BA/BSc/HND , Professional Certificate
Experience Required
3 - 5 years
