Procurement Coordinator at CDL Human Resource

 JOB PURPOSE

The role holder is responsible for the organization's procurement, ensuring the timely and cost-effective acquisition of goods and services that add value to the organization. The role also involves achieving best procurement practices in compliance with the procurement policy, standard operating procedures, and guidelines while developing and maintaining good supplier relationships.

MAIN RESPONSIBILITIES OF THE JOB

•  Assist staff with accurate procurement specifications and technical requirements.
•  Conduct market research and identify reputable suppliers.
•  Solicit bids and quotes in adherence to policies and procurement plans.
•  Manage procurement activities, including competitive bidding, supplier selection, and issuing purchase orders.
•  Collaborate on supplier selection criteria and issue tender documents.
•  Develop relevant RFPs/RFQs in line with scope of work.
•  Conduct due diligence on pre-qualified vendors.
•  Coordinate proposal receipt and evaluation, sharing outcomes per policy.
•  Provide professional guidance in bid evaluations.
•  Assist in procurement evaluation meetings and develop supporting documentation.
•  Review and analyze supplier proposals for cost consistency and reasonableness.
•  Monitor procurement activities and ensure accurate records for payments and audits.
•  Prepare payment requests with complete documentation.
•  Ensure procurement documentation is submitted to Finance for payment.
•  Maintain ethical and open supplier relationships.
•  Train staff on procurement policies and procedures.
•  Facilitate implementation and compliance with procurement guidelines.
•  Improve procurement systems for efficiency and compliance.
•  Enhance customer service for staff and partners.
•  Manage vendor relationships and ensure contract closures.
•  Develop procurement tracking tools and dashboards for status reporting.
•  Support audits and close out procurement-related corrective actions.

Requirements
QUALIFICATION, KNOWLEDGE AND SKILLS

• Minimum level of academic and professional qualification required to perform effectively in the role
•  Bachelor’s degree in Purchasing and Supply Management.
•  Professional qualification in procurement and supply management (CIPS/CPSP-K) is a must-have.
•  Demonstrate current membership with professional procurement and supply body - MKISM/MCIPS.

RELEVANT EXPERIENCE REQUIRED:

• Minimum level of experience required to perform effectively in the role
•  Five (5) years or more postgraduate progressive professional experience in supply chain management.
•  Experience in NGO/Private sector procurement is advantageous.
•  Demonstrate proficiency in E-Mail, Google Suite and Microsoft Office applications.
•  Demonstrate exceptional written and verbal communication skills.
•  Knowledge and understanding of best practices in procurement procedures and regulations, project administration and follow-up, and contract management.

WORKING RELATIONSHIPS
Internal

• All the organization program teams.

External

•  Suppliers/ Vendors.