JOB SUMMARY & PURPOSE:
The Manager for Procurement & Administration will be responsible to plan and monitor all the procurement & administrative activities of CARE Kenya; identify vendors with the objective of effectively meeting the procurement, administrative & logistics requirements across the Country Office and services within the policies and procedures, strategy, organizational values and guidelines. Under the direct supervision of the ACD-PS, the Procurement & Administration Manager will take a leadership role in executing effective and efficient procurement, administration, logistics and asset control management in CARE Kenya ensuring values and competencies in maintaining transparency, integrity and compliance with established rules and regulations of CARE and the respective donor regulations. This position will also be responsible to lead the development and implementation of asset management, the planning, development, implementation and management of the key procurement administration & logistics strategies that includes the creation and evaluation of formal request for proposals, negotiating contracts, supplier relationship management and seeking out new opportunities to support CARE Kenya’s plans. The Procurement and Administration Manager will undertake performance management reviews for direct reports and draw up development action plans as necessary.
Tasks and responsibilities.
Responsibility 1: Procurement Management
· Manage the entire process in the planning of procurement activities, ensuring effectively-functioning processes to avoid costly delays based on projects’ procurement plans;
· Ensure effective lines of communication between the Project/Programme Managers and the procurement team to ensure priority requirements, timely delivery of goods, works and services using the CARE procurement procedures and guidelines:
· Ensure full compliance of procurement activities with the CARE’s Procurement Manual, Donor’s Regulations;
· Implement effective internal control, proper design and functioning of a client-oriented procurement management system for projects and related reporting requirements;
· Ensure effective use of internal Standard Operating Procedures in Procurement, control of workflows, continuous business monitoring and improvements in systems and processes;
· Manage and monitor all transactional procurement including tendering processes, evaluation, contracting, contract management, legal considerations, payment conditions, contractors performance evaluation and risk assessment; this will include preparation of appropriate procurement documentation leading to the approval of Purchase Orders and contracts;
· Develop and manage the list of suppliers, elaborate supplier selection and evaluation, quality and performance measurement;
· Review weekly, monthly and quarterly procurement status report for all purchases and share the Report with Senior Management Team and all Project Managers on a weekly basis;
Responsibility 2: Supplier Management
· Evaluate potential suppliers using developed and agreed criteria to support alignment and understanding of the expectations and requirements of engagement;
· Monitor and report on the performance of selected vendors to ensure timely delivery in line with contractual obligations and performance metrics and ensure deactivation/blacklisting of non performing vendors or vendors that deliver substandard goods;
· Manage outward communication to vendors to facilitate understanding and awareness of organizational strategic direction, changes and challenges;
· Manage the interaction between vendors and internal program deliveries to provide adequate visibility of interdependent initiatives and program activities;
· Liaise with procurement vendors to review, report on and revise contractual agreements as necessary;
· Monitor initiation of vendor enlistment process; review checklist, vendor evaluation, vendor documentation for vendor selection processes ; maintain updated Approved Vendor List (AVL)
· Ensure enterprise-wide needs for due diligence, risk assessment and continuing vendor monitoring are being accomplished;
· The tracking, measurement, reporting and evaluation of vendor performance and ensure yearly vendor de-activation process in PeopleSoft;
· Ensure Bridger Check are done for all Vendors, Employee and Consultants;
· Troubleshoot all vendor problems and present to management as required.
Responsibility 3: Administration and Fleet Management.
The maintenance and repair of vehicles, motorcycles and generators, inclusive of monitoring maintenance schedules, fuel consumption, registration and insurance. Also, monitor maintenance and fuel usage costs to ensure cost-efficiency.
The management, negotiation and payment of Lease Agreements.
The management, maintenance and usage of telephone.
Manage and supervise the Sub-Office Administration Officers in the performance of their technical tasks and responsibilities as defined in the job description. Ensure that Sub-Office administrative tasks are completed per policy and procedures, reports are accurate and timely, and activities are efficient and cost-effective. Ongoing monitoring, analysis, and follow-up as required. Also, develop and implement recommendations to reduce costs in the Sub-Office administrative areas.
Provide leadership for all administrative activities of the CO to include the following: ongoing cost and system analyses, structures and cost centers; efficient integration of administrative activities, and; policy and procedure development and implementation.
Manage the head office compound and residences to ensure that the maintenance, repair and organization are effective and presents a professional image.
Responsibility 4: Asset Control & Management.
Provide input and advice on key strategies, policies, procedures, systems and processes as they relate to assets management;
Lead the development and implementation of CARE Kenya’s Asset Management Plan/s for offices buildings and other movable assets;
Preparation of the yearly property insurance requirement and manage the sourcing of the general and asset insurance covers;
Coordinate with logistics unit and make sure all assets are recorded and tagged as per the organization’s Asset policy;
Ensure yearly physical count process of CO Assets with full documentation and reconciling with the Master Asset register;
Recommend for disposal of Assets as per CARE Kenya’s and Donor’s regulation coordinating with Program management, ACD-PS and the Donors level, if required;
Lead the implementation of asset maintenance providing professional oversight to protect the CARE Kenya’s resources;
Assess and manage risks associated with current assets and work to minimize losses on assets;
Responsibility 5: Logistics Management
Provide oversight in the manage warehouses (Dadaab) in compliance with CARE Kenya’s policies and procedures;
Support the Dadaab Logistics Coordinator in setting-up the layout and ensure efficient space utilization and oversee receiving, warehousing, distribution, dispatching and maintenance operations;
Responsible for inventory including all receipt and issuance. Assure accuracy of all documentation;
Support the Dadaab Logistics Coordinator to manage stock control and reconcile with data storage system and account for inventory accuracy through monthly cycle count and bi-annual physical inventory;
Implement end-to-end supply chain management to ensure product visibility throughout the supply chain process;
Support the Dadaab Logistics Coordinator in adhering to all warehousing, handling and shipping legislation requirements and maintain standards of health and safety, hygiene and security in all the CARE Storage facilities;
Provide the needed logistics support to Programme management ensuring hand over of commodities to the respective program;
Liaise with suppliers and transport companies and receive feedback; monitor the quality of services provided;
Develop and implements training, supervision and monitoring plan to ensure that logistics policies and procedures are adhere to by staff;
Make recommendations to improve productivity, quality, and efficiency of operations during times of Disaster Response;
Conduct assessments and create implementation plans for Disaster Response needs and assure appropriate use of logistics resources for all activities;
Support the Dadaab Logistics Coordinator Safeguards warehouse operations and contents by establishing and monitoring security procedures and protocols;
Controls inventory levels by conducting physical counts; reconciling with data storage system;
Maintains physical condition of warehouse by planning and implementing new design layouts; inspecting equipment; issuing work orders for repair and requisitions for replacement;
Responsibility 6: Staff Management
Develop the General Services Annual Operating Plan (AOP) and the Individual Operating Plans (IOP) and the Annual Performance Appraisal (APA) systems for all Procurement and Administration Staff
Provide overall management of the Procurement & Admin staff
Provide leadership, guidance, mentoring and identify training opportunities for personal and professional development to the Procurement & Admin Staff.
Maintain a positive participatory work environment where information is shared, inputs are considered and a healthy team spirit thrives. Initiate and encourage inter-sectoral mission wide information sharing and corporation.
AUTHORITY:
Spending Authority: Signatory authority of KES 350,000 or USD local currency equivalent.
Supervision: Head Office and Sub-Office Procurement & Administration Staff
Decision Making: Important Procurement and Administration decisions under general policies and procedures which have a broad impact on the operations of CARE.
CONTACTS/KEY RELATIONSHIPS (internal & external):
CARE Authorized Vendors/Suppliers
Sector & Project Managers
Senior Management Team
Internal and External Audit Teams
CARE Solicitor/Lawyer
CARE-Canada and CARE International Counterparts
WORKING CONDITIONS: Based in Nairobi with 40% travel to Sub/Field Offices
QUALIFICATIONS:
Education: Degree in Business or Administration and a member of a professional body governing the procurement profession.(KISM or CIPS)
Experience: 3 Years’ experience in a similar position
Certificate: Diploma in Purchasing and Supplies Management.
Competencies: High level of analytical and interpretative problem solving. Ability to develop and implement solutions independently
