Job Overview

• The Procurement Assistant is responsible for the efficient coordination and management of procurement functions for IRC’s office. Supply Chain works to rapidly procure Program supplies, services and equipment, whilst ensuring standard processes and maintaining audit-compliant records. The Procurement Assistant will ensure that all purchases of goods and services are done transparently, at the best available price, and in compliance with IRC and donor procurement policy and procedures.

Key Responsibilities:

Procurement Planning

The Procurement assistant is responsible for working closely with Procurement Manager, internal and external collaborators to ensure effective procurement planning and preparation to support program implementation. Supply Chain planning includes;-

• Preparing and implementing procurement plans.


• Implementing all IRC procurement SOPs.


• Collecting, organizing and analyzing data.


• Monitor supply market and conduct market surveys & analysis.

Procurement

Responsible for implementing procurement plan & strategies and ensures all program procurement needs are met on time in accordance with GSC and donors’ standards. This includes:-

• Support in development of procurement specifications.


• Processing approved Item forecasts through the procurement software (online Integra) and ensuring data accuracy.


• Request for quotations / proposals.


• Participate in tender meetings & evaluations.


• Prepare bids analysis and other bidding documents for approval.


• Conduct discussions with suppliers, that is transparent and documented.


• Demonstrate value for money in procurement.


• Review procurement documents for accuracy before taking payment for approval.

 Contract Management.

Accountable for handling contracts and supplier performance, to ensure that terms & conditions, standard operating procedures are adhered to as provided by GSC. This includes:-

• Preparing and implementing contracts for recommended bidders.


• Timely renewal of running contracts.


• Implement contracts against set performance indicators.

Supplier Management.

Responsible for handling supplier relationships and performance to make sure that there is detailed record keeping as provided by GSC. This includes:-

• Maintain suppliers file and documentation.


• Documents supplier performance.


• Maintain supplier performance score cards.

Compliance and Ethics.

Assist in implementing donor rules & regulations for all procurements (including any specific departmental procurement task assigned), Identifying and analyzing compliance risk in procurement processes through:-

• Implementing due diligence for suppliers, this includes conducting reference checks, supplier visits etc.


• Provide consistent and constructive support to other departments to ensure compliance with policies and procedures.


• Identifying and reporting procurement red flags.


• Implementing internal and external audit corrective action plans (CAPs).

Reporting.

They will be responsible for preparing and submitting accurate reports:-

• Support with developing and updating the procurement plans (assigned) as required.


• Submit monthly list of commitments to Procurement Manager/Supply Chain Coordinator and Finance.


• Submit periodic Integra procurement tracking report for specific Grants you’re assigned to.

Key Working Relationships:

• Position directly supervises: N/A

Other Internal and/or external contacts:

• Internal: Regular relationships with program staff, Operations and country Supply Chain staff at all levels


• External: Vendors and Services providers.

Qualifications

Education:

• Degree in procurement, Supply Chain/Logistics management or any other relevant field in Supply Chain. A CIPS Graduate Diploma will be an added advantage. Membership of Kenya Institute of supplies Management KISM is highly recommended.

Work Experience:

• At least three years’ experience in a busy supply Chain/warehousing context preferably INGO environment.

Demonstrated Skills and Competencies:

• Knowledge of generic procurement procedures and practices (IRC or NGO experience).


• Demonstrated success as a procurement leader within supply chain including planning, procurement and logistics.


• Good collaborator and doer with effective interpersonal and analytical skills who is able to work seamlessly across cultures, organizational units and suppliers.


• Knowledge and experience in procurement plans, strategies, market analysis techniques, procurement and contracting.


• Good analytical and arbitration skills.


• Excellent skills in conducting market analysis and sourcing strategies.


• Ability to work effectively in a highly matrixed structure.


• Good mathematical skills.