Procurement Officer at Millennium Water Alliance

Job Summary

The Procurement Officer is responsible for ensuring that procurement management is conducted effectively within MWA Kenya to achieve the organization’s objectives. The Officer will be responsible for providing responsive and high-quality service to address procurement needs and issues, including supplier management, contract negotiations, and inventory control. The Officer will report to the Finance and Operations Manager.

Responsibility 

• Implement MWA’s procurement policies, regulations, and procedures, and occasionally conduct staff trainings on these policies.
• Maintain an up-to-date database of suppliers/vendors
• Establish and maintain relationships with suppliers to ensure high-quality and timely delivery of goods and services.
• Timely preparations of Framework Agreement and contracts and ensuring key requirements are incorporated to safeguard the organization against risk exposure.
• Negotiate terms of contracts, pricing, and delivery schedules with suppliers.
• Evaluate supplier performance based on quality, cost, and delivery reliability.
• Serve as Secretary to the Procurement Committee, maintaining safe custody of procurement records and managing meetings.
• Prepare local purchase orders, service orders, and contracts for review and approval based on bid committee deliberations.
• Negotiate and review performance levels with suppliers and end users, identifying remedial actions for a reliable supply chain.
• Work closely with the program team to understand their procurement needs and provide support as necessary.
• Coordinate with the finance department to ensure timely payment of invoices and resolution of any financial discrepancies.

Required Qualifications and Experience:

• Bachelor’s degree in Purchasing and Supplies, Procurement, or a related field.
• Certification from the Chartered Institute of Purchasing and Supplies (CIPS) or equivalent from a reputable institution.
• Membership in a reputable professional body (KISM, CIPS).
• Minimum of 4 years’ experience in procurement roles in a non-governmental Organization.
• Experience working in donor-funded projects such as USAID and Swiss Agency for Development and Cooperation funding is an added advantage.
• Experience in IT equipment management in an office set up is an added advantage.

Personal Skills & Abilities

• Strong relations management abilities. Ability to relate with people at all levels, both internally and externally. Strategic in how you approach each relationship.
• High professional ethics and integrity
• Training and knowledge in IT Added Advantage
• Proficiency in Microsoft Office Suite and other relevant software. Added Advantage
• Strong customer service ethic and abilities.
• Ability to maintain confidential information.
• Initiative-taking, resourceful, solutions-oriented, and results-oriented.
• Excellent communication skills.
• Ability to respond effectively to time-sensitive demands and inquiries.
• Ability to manage and prioritize multiple concurrent bids.
• Strong problem-solving skills and analytical ability.
• Strong written and verbal communication skills in English and Kiswahili.
• Strong team player with the ability to engage staff at all levels in a professional manner.
• Excellent organizational skills and a proactive, self-directed individual