JOB SUMMARY
The main purpose of this position is to deliver the strategic and operational goals of CARE Kenya’s procurement function. The position holder needs to ensure the unit provides efficient, effective, and quality management of procurement services. This includes technical support and mentoring to the various locations and Field Office staff. Regular analysis is required to inform workflow processes and subsequent improvements.
The incumbent is also responsible to ensure goods and services are sourced in a transparent manner, considering value for money and in compliance with CARE, donor, and government regulations. The post holder is responsible for ensuring collaboration and coordination with Country program teams and other departments for effective program implementation. S/he will be required to keep up to date with developments in the sector, including best practice examples in-Country and Internationally to ensure the Country Office (CO) is well aligned with changes in the market.
ROLES AND RESPOSIBILITIES
Leadership and management of the Country Office Procurement Function (15%)
Ensure that CARE Kenya is provided with the procurement management, analysis and support necessary to accomplish its strategic objectives.
Lead the procurement department in effective and efficient procurement planning and management of resources.
Ensure proper staffing/recruitment to enable the procurement team to manage CARE Kenya’s resources efficiently and work with the program team to assign procurement department staff to support each project appropriately.
Manage the procurement team towards high standards of performance through clear roles and responsibilities, on-going feedback, and appraisals. Pro-actively address performance issues through timely constructive feedback and coaching.
Ensure field office staff are technically supported and mentored to fulfill all procurement services.
Lead the continuous improvement of procurement function of the Country Office to bring efficiency and effectiveness.
Procurement Planning, Management and Reporting-30%
Support various teams to prepare annual procurement plans, consolidate procurement plans received from various teams (programs, program support and Field offices) and monitor its implementation.
Develop and deliver capacity building plan based on Country specific procurement periodic assessments.
Coordinate the submission of procurement plans by all projects in the CO and consolidate the plan.
Prepare and submit monthly procurement and supply chain management report to line manager and provide weekly procurement status reports to relevant staff.
Ensure that procurement data are timely analyzed and used for budget holders for accurate/informed decision making.
Inform wider workflow processes through regular reporting and analytics for continued business improvement.
Analyze industry trends and evolving technology to proactively identify supply-based issues, minimize risks, ensure continuity of supply, and identify emerging vendors in the markets.
Maintain market information for effective use of costs/prices for proposal development and day to day operation.
Develop differentiated purchasing strategies for goods and services.
Lead the identification of vendors and assess performance to ensure the Country Office has an effective/optimal mix of vendors.
Strategic sourcing of goods and services-15%
Analyze industry trends and evolving technology to proactively identify supply-based issues, minimize risks, ensure continuity of supply, and identify emerging vendors in the markets.
Maintain market information for effective use of costs/prices for proposal development and day to day operation.
Develop differentiated purchasing strategies for goods and services.
Lead the identification of vendors, periodic evaluation/assessment for effective delivery so that the CO has effective/optimal mix of vendors.
Policies, Procedures and Systems-15%
Implement policies, procedures and operational systems that will ensure smooth running of CARE
Kenya procurement system and the delivery of an excellent standard of customer service by the procurement team.
Maintain up to date knowledge of relevant CARE, donor and government of Kenya procurement specific policies, procedures, and statutory requirements, including keeping abreast of any changes (e.g. in tax laws, labor laws, etc.) and ensuring they are strictly adhered to.
Monitor the relevance of existing policies, procedures, and systems to identify areas for improvement, striving for greater efficiency; take corrective actions as appropriate, referring to leadership and accountable managers.
Ensure that all required internal controls are in place and followed and continuously identify ways of strengthening systems to minimize fraud related risk.
Ensure that all offices in the Country office have well constituted procurement committees so that there is consistent application of decision making within all committees.
Customers Service Excellence-10%
Ensure coherence in the procurement function (within procurement and across functions) to have positive impact on efficiency and value addition to the CO.
Establish and maintain effective relationship with customers for improved service delivery.
Conduct periodic customer surveys and use the outcomes for process improvement.
Develop effective partnerships with peer agencies for customer service benchmarking and improvement.
Provide proactive, rigorous, and logical methods to solve procurement related challenges faced by units across the Country Office.
Country Office Compliance/risk management -15%
Work with the Partnership and Sub-Grant teams to train partners on prudent procurement processes and principles as well as applicable donor regulations.
Ensure detailed understanding and application of the procurement policy across the Country office.
Ensure proper understanding and adherence to donor and CARE policies, Procedures, rules, and regulations in all offices and that all procurement documents are professionally documented, have complete and accurate support documentation, and are appropriately filed. Ensure that updated and complete procurement files are maintained in all offices.
Identify, analyze, and report compliance risks in procurement flows, implement strong procurement controls, identify procurement red flags, and implement internal and external audit corrective action plans.
Ensure all procurement activities are conducted in an ethical manner.
Provide support to programs to ensure effective procurement management in sub awards and adherence to donor rules and regulations.
Ensure that all offices in the CO have well constituted procurement committees so that there is consistent application of decision making within all committees.
Ensure that procurement data are timely analyzed and used for senior management and budget holders for accurate/informed decision making.
Provide proactive, rigorous, and logical methods to solve procurement related challenges faced by units across the CO.
QUALIFICATIONS
Bachelor’s Degree in relevant field (Business Administration, Procurement/ purchasing, Logistics) or equivalent.
Relevant professional qualification in Procurement and or Supply Chain Management (CIPS
qualification or equivalent is preferred)
Minimum of 4 years of relevant procurement management experience, 5 years of which should be in an international organization in a similar role dealing with both local and overseas procurement.
Good understanding of various donor policies and procedures relevant to procurement.
Knowledge of local markets, local as well as international procurement regulations.
Excellent analytical, negotiation and communication skills
Demonstrated integrity and a positive attitude.
Ability to take initiative where appropriate to deal with difficulties encountered in daily work.
Ability to adapt or change priorities according to the changing demands of the job.
Customer oriented – internal and external.
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