Job Description

PowerHive

Job Title: Procurement & Logistics Supervisor

Reports To: Finance Manager

Department: Project Management

Office Location: Nairobi

Salary Budget: 60,000/=

Job Purpose: The job holder is in charge of overseeing Powerhive East Africa’s procurement and logistics operations from establishing the procurement and logistics structures and through implementing related strategies in line with regulations governing the procurement and logistics practice within Kenya and East Africa region

Key Responsibilities and % of Time

Initiating procurement structures (10%)

• Setting up the procurement function within PHEA


• Developing the processes and procedures for the procurement function


• Preparing procurement tools such as Request for Quotations, Purchase Requests, Bid Analysis Sheets.


• Creating and updating the pricing list of most commonly used items for the company projects


• Developing standard designs for bidding and tendering processes taking into consideration locally available resources and other regulations

Compliance (10%)

• Working with vendors to ethically prequalify and set up framework agreements


• Developing robust and appropriate contracts for supply of goods and services


• Liaison with internal stakeholders to ensure compliance


• Implementing proper control and monitoring procedures for the procurement and contracting processes


• Responsible for ensuring the transparency and competitiveness of the company’s bids analysis and bidding and tendering processes


• Ensuring effective internal control of assets, inventory and property management

Logistics (15%)

• Developing and executing the logistics management processes

Managerial Support (15%)

• Advising the management and staff on matters relating to procurement and logistics


• Assisting the Financial Manager to ensure accurate and timely invoicing


• Assisting the Financial Manager in scheduling and coordinating with vendors and subcontractors to ensure materials delivery is timely and meets the specifications agreed


• Proactively building, developing and maintaining valuable relationships with key stakeholders, across businesses and other relevant bodies


• Providing input into the business planning and budgeting process

Managing the purchasing processes (25%)

• Providing recommendations on pricing, sourcing and specifications relating material, goods and services for the company in order to improve project quality


• Negotiating terms and conditions for procurement contracts


• Processing purchase orders for materials and subcontract labour


• Locating vendors of materials, equipment, or supplies, and interview them in order to determine product availability and terms of sales


• Managing the bidding processes and prequalifying tenders


• Preparing and processing requisitions and purchase orders for supplies and equipment


• Review purchase receipts, quotations, bids and proposals, evaluations and negotiations of all goods and services to ensure compliance procurement regulations


• Preparing bid evaluation reports for consideration for award


• Carrying out forward planning of procurement activity including reviewing tender event schedules

Documentation and Reporting (15%)

• Preparing procurement and logistics reports for guiding management decisions


• Maintaining records of goods ordered and received


• Preparing reports regarding market conditions and merchandise costs


• Establishing and maintaining records of all aspects associated with procurement and logistics

Managing Procurement Contracts (10%)

• Negotiating terms and conditions for procurement contracts


• Securing and analyzing quotations while negotiating prices and terms with suppliers, and recommending suppliers with respect to cost, quality and timely delivery competitiveness 10


• Performing any other duties assigned

Key Relationships

Direct Reports to this Position

• Local Procurement Officer

Customers of this Position

• Accounts team


• Suppliers


• Contractors


• Project teams


• Customer team

Skills and Competencies

• Procurement and logistics management using high-level ERP


• Excellent communication, reporting and presentation skills


• Sound judgement and decision making


• Talent in negotiating and securing win win outcomes


• Good networking skills


• Good data collection and analyzing skills

Knowledge and Experience

• A bachelor’s degree in Commerce/Business Management with a bias in procurement or any relevant field


• A post graduate training and relevant certification by the Kenya Institute of Supplies Management – (CIPS, K)


• A minimum of 7 years’ experience in a senior role


• Excellent understanding of procurement laws within the East Africa region


• Experience in an organization ofa similar capacity will be an added advantage


• Proven ability and experience in handling a startup procurement departments


• Knowledge and experience in general accounting operations

How to Apply

Send CV in PDF to careers@powerhive.com by 11th May 2021

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