Act! Procurement Officer Job in Nairobi

Act Change Transform (Act!) is a leading Kenyan not-for-profit, non-governmental organization involved in diverse development initiatives in Kenya.Act!’s main program focus is in Environment and Natural Resources Management; Democracy and Human Rights; and Peace Building and Conflict Transformation.
Our holistic approach to development is delivered through capacity development and grants management.
Act! was established in September 2001 as Pact Kenya, and rebranded in 2011 as a fully-fledged national organization.
We are seeking for a passionate, competent and committed individual to join us for the following position:
Position: Procurement Officer
Division: Operations
Supervised By: Administrative Manager
Supervises: None
Location: Nairobi
Job Summary: The Procurement Officer will primarily be responsible for providing procurement and logistics support to Act!’s operations in line with Act!’s policies, procedures and the laid down framework.
Resource Responsibilities
Budgetary Control: None
Other resources: IT Equipment
Reporting Line: The Procurement Officer will report to the Administrative Manager.
Work Relationships: In addition to working under the direct supervision of the Administrative Manager, the Procurement Officer will work collaboratively with the Administrative Officer and Support staff towards ensuring operational efficiency.
Key Internal Relationships

Administration staff

Budget holdersKey External Relationships

Suppliers, VendorsKey Responsibilities
Specifically, the Procurement Officer will be responsible for but not limited to:
Procurement Management tasks

Source, select and negotiate for the best package in terms of quality, price, terms, deliveries and after sales services with vendors in line with the laid down policies and procedures-including but not limited to procuring travels, workshop venues, equipment, stationery and one-off goods and or services.

Conduct all project related procurements under the Purchase Workflow system through AccPac

Liaise with the administrative and logistics manager in obtaining specification of goods and services to be procured.

Ensuring continuous supply and timely delivery of goods and services as and when required for day-to-day operations of Act!

Assist in the vendor prequalification by participating in receiving and opening of tender documents.

Assist the Administrative Officer in handling all vendor related complaints with regards to goods and services.

Ensure all working documents regarding purchases are accurately completed and duly signed, recorded, filed and easily retrievable

Update and maintain all procurement and logistics filing systems

Assist in providing technical and secretarial services to the procurement teamKey Performance Indicators
To facilitate the tracking of the jobholder’s performance during the year, the following performance indicators have been identified and agreed upon:

All procurements conducted in line with laid down policies and procedures. -

All procurements raised through Purchase Workflow with a resultant LPO to the vendor before obtaining goods/services

All procurement requests to contain specifications of goods and/or services required to meet the needs of the requisition department/unit/program

Goods and services required for day to day operations available at the time required

Participation in and execution of tasks assigned during the vendor prequalification exercise

All vendor related complaints, queries and/or grievances responded to within 2 working days and resolved amicably; with a report prepared and filed

All payments duly supported with complete documentation from the procurement process

Meticulously maintained procurement and logistics files and documents

Up-to-date and duly completed minutes for all procurement team meetingsQualifications, Experience and Skills
The minimum required academic and professional skills for the jobholder to perform successfully in their job are:
Academic qualifications

At least a Bachelor’s degree in Business Administration / Management, Commerce or a related field.Professional Qualifications

Diploma in Purchasing and Supply Chain Management/Logistics.

Membership in KISM or MCIPS will be an added advantage.

Experience in years and indicate level of experience

At least 4 years’ experience in the Procurement and Logistics field with sound understanding of NGO OperationsEssential competencies

Must be a team player

Must be result-oriented

Ability to work under strict deadlines

Must be culturally and religion sensitive

Ability to classify and manage priorities

Ability to work with minimum supervision

Must be cost-conscious and quality minded

Excellent organization and coordination skills

Good interpersonal and communication skills

Must be a person with unquestionable integrity

Highly proficient in MS Word, Excel, Access, Power-point and the use of Internet for researchHow to Apply
If you meet the requirements as contained in the job descriptions, please submit
(1) a detailed and current CV;
(2) an application cover letter demonstrating why you qualify for the position, quoting your current and expected gross salary and three referees including their most current contact details.
All applications should be submitted electronically to hr.admin@act.or.ke quoting the reference number (ACT/PO/08/15).
Only shortlisted applicants for interview will be contacted.
Deadline for applications submission is 5:00pm Friday 4th September 2015
Act! is an equal opportunities employer