Div/Dept: Global Operations

Location:** Country Office

Reporting Relationship:** Human Resource Manager/Director

Summary

Responsible for coordination of Country office procurement activities including formulation or local adaptation of global organizational procurement policies and procedures and implementation.

DUTIES/RESPONSIBILITIES

• Responsible for the design and administration of local adaptation of organizational procurement policies, information dissemination and compliance.   


• Lead competitive bid processes and manage transactional procurement including prequalification of suppliers, tender processes, evaluation, contracting, legal considerations and payment conditions, performance evaluation and risk management.


• Lead in consolidation of procurement plans and share with the different units.


• Coordinate and offer secretariat services to the procurement and disposal committees.  Initiate committee meetings and ensure proper record keeping of relevant documents.


• Advise requisitioning units and users on the full range of procurement issues, providing support and guidance at all stage of the procurement cycle.


• Prepares and oversees distribution of invitations to tender and manages/conducts all aspects of bid/proposal evaluations.


• Formulates strategies and designs innovative solutions to resolve issues/conflicts for complex procurement projects.


• Establishes and maintains work program and schedule for ongoing contracts and newly planned ones.


• Participate in negotiations with supplier representatives and prepare procurement orders for authorized signatories.


• Identify new technologies and products/services, evaluate and recommend potential supply sources and participate in the incorporation of research results into the procurement process.


• Contract development and administration


• Oversee adherence to contractual agreements, recommend amendments and extensions of contracts and advise concerned parties on contractual rights and obligations.


• Prepare a variety of procurement-related documents, contracts, communications, guidelines, instructions etc.


• Build the capacity of both Country Office and Local Partner staff teams in procurement processes and ensure adherence to policies and procedures.


• Oversee logistics of bulk goods purchased to relevant offices/sites, issue waybills for the goods for distribution.


• Child Safeguarding: Remain alert and responsive to any child safeguarding risks, acquire relevant knowledge and skills which will enable you to promote strong safeguarding practices, understand the child safeguarding policy and procedures, and conduct yourself in a manner consistent with the Child Safeguarding Policy. Assist partners adopt and rollout out their own Child Safeguarding policies and processes.

QUALIFICATIONS/EXPERIENCE

• Minimum 4-6 years’ work experience in procurement and purchasing in a big organization.


• Outstanding written and oral communication skills in English; fluency in Swahili required.


• Demonstrated relevant work experience in procurement and general management principles.


• Solid knowledge and understanding of procurement processes, policy, procedures and systems.


• Experience in grants standard provisions and procurement requirements preferable.


• Ability to negotiate, establish, and administer contracts.


• Strong understanding of procurement best practice, internal controls and segregation of duties.


• Experience and proficiency on procurement software systems.


• Proficiency in Microsoft Office Programs including Excel, Word and Outlook


• Self-guided, strong organizational and planning skills; Ability to work independently and under tight time constraints.


• Proven decision-making skills.


• Strong interpersonal communicative skills; experience in teamwork and participatory management.


• Ability to work well with management and staff at all levels.

Education

• Bachelor’s degree in business administration, accounting, commerce or related field preferred. Procurement certification is required.

Support

The procurement Officer can draw on the support of Country Office team members in the development of his/her responsibilities. The primary country team members working closely with this position will be:

• 
  

  Program and Sponsorship Director

  
  


• 
  

  Program Technical Specialists/Manager(s)

  
  


• 
  

  Grants Acquisition Manager

  
  


• 
  

  Sponsorship Manager

  
  

Preferably these Country Office team members provide input into recruitment, performance planning and evaluation.

ChildFund International is committed to safeguarding the interests, rights, and well-being of children with whom it is in contact and to conducting its programs and operations in a manner that is safe for children.

Disclaimer: This job description is not an exhaustive list of the skill, effort, duties, and responsibilities associated with the position.