Procurement Officer at KenGen Staff Retirement Benefits Scheme

Purpose of the Job

The position is responsible for executing procurement processing and implementing the procurement department’s policies and procedures.

Main Duties and Responsibilities

The duties and responsibilities are:

Operational Roles and Responsibilities:

• Take lead in the prequalification and selection of appropriate suppliers and contractors, to promote good procurement practice with due regard to sustainability and ethical purchasing standards
• Formulate the procurement policies and procedures manual while putting into consideration the statutory requirements stipulated by the Public Procurement and Asset Disposal Act and Regulations
• Analyze the purchase requests from departments and determining the appropriate method of procurement, Quotation, Tender and Request for Proposal.
• Coordinate the preparation of the procurement documents, utilizing sound sustainable procurement practices, while adhering to KSRBS’s policies and requirements;
• Ensure preparation of vendor contracts while ensuring that all documents are kept current and complete.
• Confer with suppliers regarding delivery, quality, etc. to ensure that the requirements are met;
• Participate in the tender evaluation and opening committee and serving as a secretary to the committee
• Monitor contracts and vendor performance and consulting with vendors and/or user departments to implement corrective action when required;
• Collaborate with staff on new standing agreements, ensuring staff awareness of product lines of new suppliers;
• Conduct physical inventory exercises as required
• Ensure the preparation and submission of statutory quarterly reports to the Public Procurement Regulatory Authority.
• Ensure asset disposal is conducted in line with the internal guidelines as well as the Public Procurement and Asset Disposal Act
• Prepare tender documents and sourcing of bids
• Participate as required in the tender opening committee, evaluation committee, disposal committee and inspection and acceptance committee,
• Coordinate tenders opening and evaluation providing technical guidance,
• Prepare communication and correspondents on all matters procurement in collaboration with the Trust Secretary
• Conduct market research on best practices
• Participate in the registration and pre-qualification of suppliers and service providers
• Drafting of contracts and coordinating reviews in liaison with the Senior Procurement Officer and awarded service provider,
• Assist in the contract implementation and administration as well as custody of the contracts
• Conduct inventory and stock take
• Participate in the disposal of obsolete items,
• Prepare procurement reports as may be required
• Participate in the evaluation of suppliers
• Prepare Board reports relating to the activities of the department

Key Result Areas:

• The job holder’s accountability areas are outlined as follows;
• Effective communication and maintenance of relationships with suppliers
• Submission of accurate, timely and relevant reports on procurement
• Efficient liaison with external contacts and suppliers
• Should be compliant with public procurement laws
• Efficient procurement cycle

Knowledge and Skills Required:

• The job holder must possess;
• Bachelor’s Degree in Supply Chain Management, Procurement and Logistics, Business Administration, or a related field
• Professional certifications such as Certified Supply Chain Professional (CSCP), Certified Procurement and Supply Professional (CPSP), or Chartered Institute of Procurement & Supply (CIPS).
• Master’s Degree in Supply Chain Management, Logistics, or a related field is an added advantage.
• Membership to professional body
• A minimum of five (5) years’ experience in Procurement and Logistics
• Demonstrated leadership and supervisory skills.
• Good communication, interpersonal and team-building skills.
• Ability to work under pressure.
• Proven problem-solving skills and knowledge of conflict management.
• Excellent negotiation skills
• A valid practicing license from KISM