at The International Centre for Reproductive Health – Kenya

The International Centre for Reproductive Health – Kenya (ICRHK) is a local non-profit organization that works in the area of sexual and reproductive health research and intervention programs. Our projects are in the thematic areas of HIV/AIDS, Family planning, RHMNCH and sexual and gender-based violence. Our staff include experts in public health, clinical services, research, project management and data.

Job Summary:

Working closely with the Chief Finance Officer, the procurement Officer takes the responsibility for the administration, procurement and logistics management functions of the organization

Roles and responsibilities

Procurement

• Coordinate and facilitate the procurement requirements of the organization as provided in procurement policy.


• Creates purchase orders, ensuring relevant procurement procedures have been applied and all supporting documentation is attached.


• Review and process approved Purchase Request in accordance with the lCRH and the donors’ guidelines.


• Ensuring that invoices received reconcile to purchase orders.


• Ensure the completion of delivery and all the required documents for payment including accruals.


• Establish a reasonable and appropriate lead time for ordering and delivery of goods.


• Lead the bidding process, including request for quotation process, request for proposal process, Tender evaluation.


• Facilitate Procurement committee constitution, functioning and TORs.


• Conduct Pre-qualification of suppliers as provided in the procurement policy.


• Ensure cost rationalization by carrying out price surveys to determine price trends to help suppliers’ appraisal.


• Negotiates price and terms and conditions for all contracts and consultant agreements.


• Acts as liaison with Finance department to ensure purchase orders are paid as due and accounts are maintained currently.


• Maintain accurate procurement data and records and ensuring on time delivery and procurement reporting


• Maintains all procurement files, including all necessary documentation for goods and services, consultants, and any other contract or agreement.

Supplier & Contract Management

• Manage supplier relationships through maintaining good communication and timely processing of payments for mutual benefit of the organization and the suppliers.


• Monitor contract implementation to ensure suppliers adherence to contract terms and conditions


• Manage and annually review Supplier performance for all project offices and maintain up to date and accurate supplier performance scorecards.


• Ensure all lease contracts for all offices are in place and renewed/terminated as appropriate.


• Ensure contracts of all office equipment’s maintenance are in place renewed/terminated as appropriate


• Prepare, review and utilize Procurement contracts by ensuring appropriate procurement terms and Conditions are met


• Preparation of short term service contracts or purchase contracts.


• Oversees and maintains all service contracts and consultant agreements.


• Tracks all contracts, consultant agreements and other procurements to ensure closeout, renewals or rebids happen timely.

Logistics & Administration

• Coordination of maintenance and servicing of office equipment;


• Facilitate International and local travel including purchase of tickets, visas, Daily Subsistence Allowance (DSA) calculation for all travelers


• Organizing of meetings /workshops as a team member in liaison with the Project lead.


• Monitor concerns and address technical staff s questions regarding contracts and client compliance; advice and take corrective action.

Asset Management

• Maintain an up-to-date and accurate asset registry for all Head office and Programme’s assets including tagging and branding.


• Conduct physical assets verification minimum once a year and before project close up and documented.


• Develop procedures for the disposal of fixed assets.


• Regular review of asset disposal and submit recommendation at least twice yearly.


• Coordinate assets hand over process which include approval by donor and handover to beneficiary with Program/Project Manager at least 3 months prior to close of project.

Compliance

• Ensure Compliance with procurement procedures as per procurement policy and donor requirements


• Conduct procurement due diligence, including Sanctions check, supplier site visits, supplier background checks prior to engaging them.


• Ensure there is no negative audit observations/findings related to procurement. If any required corrective actions plans are developed & implemented to address audit findings.


• Train staff on procurement procedures and policies, documentation requirements and maintain training record.


• Support the arrangement of training to ensure the certified procurement committee and maintain training record.


• Assists with developing and revising procurement operating procedures and policies.

Other tasks

• Provide leadership in the automation of procurement process in Enterprise Resource Planning (ERP) in liaison with the consultant and ICT department.

Reporting

• Submit monthly list of commitments to Chief Finance Officer.


• Quarterly reconciliation of all assets register with accounting ledger and submit to Chief Finance Officer.


• Performs other duties as assigned.

Specific Requirements

Qualifications

• Degree in Procurement and Supplies Chain management.


• 5 years minimum experience preferably in an international NGO in Administration or logistics


• Membership with professional body ( KISM,CIPS)

Competencies

• Good knowledge of USAID donor procurement regulations is an added advantage


• Proficient with Microsoft Office – Excel & Outlook a must


• Good interpersonal and communication skills


• Good organization skills and attention to detail


• Ability to be resourceful and proactive in dealing with issues that may arise


• Ability to organize, multitask, prioritize, work under pressure with minimum supervision


• Ability to take initiative and be tactful


• Ability to make sound decisions based on assessment of information available


• High personal integrity and confidentiality


• Ability to meet deadlines whilst meeting conflicting work demands.

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