Description
The Senior Procurement & Contracts Officer is responsible for AWF’s procurement function and ensures all procurements are carried out within set guidelines and regulations, while enforcing transparency and accountability in the procurement process.
Key Responsibilities:
Ensures elaboration and implementation of operational strategies focusing on achievement of the following results:
Full compliance of procurement and contracting activities with AWF rules, regulations, policies and strategies; implementation of the effective internal control, proper design and functioning of a stakeholder-oriented procurement management system.
Procurement processes mapping and elaboration/establishment of internal Standard Operating Procedures in Procurement, control of the workflows in the Procurement Unit.
Support Synthesis of proposals and implementation of contract strategy, including tendering processes and evaluation, contractor appraisal, managing the contract and contractor, legal considerations and payment conditions, risk assessment.
Manage the implementation of strategic procurement, including sourcing, supplier selection and evaluation, quality management, customer relationship management, legal considerations and performance measurement.
Monitor the commodity market for goods and services and be able to identify and select potential vendors.
Analyze specific procurement requirements and develop related procurement strategies.
Manages and guides procurement processes.
Plan, develop and manage all procurement and contractual aspects related to Global procurement of diverse products, services and infrastructure works.
Advice requisitioning staff and recipient departments on the full range of procurement and contractual issues, providing support and guidance at all stages.
Identify new technologies, products, and services; evaluate and recommend potential supply sources; and incorporate research results into the procurement program.
Ensure the timely preparation of procurement plans and implementation of proper monitoring and control of procurement processes including organizational RFQs, ITBs, or RFPs, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with AWF rules and regulations.
Implement the internal control systems which ensures the Purchase Orders are duly prepared and dispatched and ensure timely corrective actions.
Work with the line manager to ensure adherence to contractual agreements, recommends amendments and extensions of contracts, and advise concerned parties on contractual rights and obligations.
Development and management of the vendors database, elaboration of supplier selection and evaluation, quality and performance measurement mechanisms.
Support in the establishment and implementation of harmonized procurement processes for all AWF programs in line with AWF and Donor Regulations.
Facilitating the audit related to procurement for donors and local compliance.
Ensures facilitation of knowledge building and knowledge sharing focusing on achievement of the following results:
Work with program teams on procurement needs, providing technical support and advice on specifications, cost implications, and delivery logistics, both internationally and nationally.
Organization of training for AWF in-country Staff
Organization of training for Partners and stakeholders (upon request) on procurement as required.
Synthesis of lessons learned and best practices in procurement.
Team Management
Facilitate the engagement and provision of high-quality results and services of the team supervised through effective work planning, performance management, coaching, and promotion of learning and development.
Provide oversight, ensuring compliance by team members with existing policies and best practices.
Summary of key results:
Implementation of operational strategies
Management of procurement processes
Implementation of sourcing strategy and e-procurement tools
Facilitation of knowledge building and knowledge sharing
Team management
Qualifications
Bachelor’s degree in Purchasing and Supplies Management or relevant fields.
Membership to a professionally recognized body is required.
Familiarity with procurement software and tools.
A minimum of eight (8) years’ work experience in purchasing and supplies management gained from a large international non-governmental organization.
Demonstrated knowledge of procurement/contracts principles, contracts administration and finance or accounting.
Demonstrated experience working under donor funded projects-USG, EU, German funded projects.
Demonstrated knowledge and understanding of donor regulations and compliance issues related to management of donor funds.
Highest level of integrity and result driven.
Good understanding and experience on purchasing methods and procedures as designated by procurement department.
Proficiency in Microsoft Office and other computer applications.
Excellent communication, interpersonal skills and experience in a multi-cultural working environment
Show sensitivity for diversity essential for maintaining working relationships with stakeholders.
Be fluent in written English and Kiswahili, fluency in French is an added advantage.
Qualifications
Education
Required
Bachelors or better in Business Administration or related field.
Experience
Required
8 years:
A minimum of eight (8) years’ work experience in purchasing and supplies management gained from a large international non-governmental organization.
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