The Procurement Coordinator will be responsible for the purchase & supply of products and services essential for Heshima Kenya operations
The Procurement Coordinator core responsibilities include strategizing to find the most cost-effective deals and suppliers.
The coordinator will be expected to lead in getting the best ways to minimize our procurement expenses to enable Heshima Kenya invest in its growth and persons of concern.
The Procurement Coordinator will manage project procurement and ensure compliance with HK policies, contractual terms and other applicable rules and regulations, support the procurement of a wide-range of goods, commodities, and services through subcontracts and purchase orders.
The role will undertake procurement functions that include preparing specifications and solicitation documents, managing bid evaluations and overseeing vendor selection process.
Ensuring supply planning to meet project needs and requirements; achieving compliance to Donor Grants and HK procedures and systems and upholding high standards in Procurement & Supplies ethics.
Primary Duties & Responsibilities
Manage supplier’s relationships, contacts, and pre-qualifications lists.
Examine and re-evaluate existing contracts
Track and report key functional metrics to reduce expenses and improve effectiveness
Control spending and build a culture of long-term saving on procurement costs
Review and finalize details of orders and deliveries
Perform risk management regarding supply contracts and agreements
Collaborate with program managers to ensure the clarity of the specifications and expectations of the organization
Maintain procurement files (paper and electronic backup) according to the policies, procedures and regal requirement.
Provide procurement procedures and policy guidance and interpretation to program staff.
Coach, mentor, and train program staff on procurement policies and procedures.
Support the procurement of a wide-range of goods, commodities, and services through sub-contracts and purchase orders.
Develop tools and forms required for procurements, contracts, and other agreements such as bid analyses and selection and negotiation memos.
Undertake procurement functions that include preparing specifications and solicitation documents, managing bid evaluations.
Manage the project procurement and ensure compliance with HK policies, contractual terms and other applicable rules and regulations.
Liaise with the Finance Department to ensure correct vendor payments, follow through on financial procurement budgets and accuracy of financial procurement documentation presented;
Manage communication with vendors and staff to facilitate smooth implementation of procurement procedures.
Draft requests for quotations and proposals
Facilitate and follow up on approvals of requisite documents required in the procurement process;
Required Skills, Experience and Academic Qualification
Sound knowledge of procurement procedures and systems
Good judgement and initiative
Knowledge of sourcing and procurement techniques as well as a agility in “reading” the market trends
Experience in collecting and analyzing data
Outstanding negotiation and networking skills
Good understanding of project cycle and time management
High levels of courtesy, listening and communication skills
Very analytical and keen on attention to details
High level of integrity
Computer literate especially knowledge of MS Access databases, Excell, word
University degree in Supply chain management, Business Administration or related field with 3 years of practical experience in similar position.
Postgraduate diploma in Purchasing and Supplies (CIPS)
Membership of Kenya Institute of Supplies Management
Three (3) years’ experience in procurement a must.
Excellent interpersonal and communication skills
Negotiation skills
Certified knowledge of donor rules and regulations on procurement and funds management.
Computer literacy
Planning and organizational skills
