Council of Governors
Background: The Council of Governors (CoG) is established under Section 19 of the Intergovernmental Relations Act 2012 with the mandate to
provide a mechanism for consultation amongst County Governments, share information on performance of the counties in execution of their functions, facilitate capacity building for governors, and consider reports from other intergovernmental forums on national and county interests amongst other functions (Section20).
The Council operates under Sectoral committees which define engagement with The National Government agencies and other stakeholders.
The Council has established a secretariat that supports daily operations of the Council.
Terms of Reference for a Procurement Assistant
Duties and Responsibilities
The procurement Assistant will be supervised by the Procurement Officer and will work closely with all Departments/Units and Committee Clerks.
He/ She will provide support to the Secretariat’s procurement unit.
Specific tasks include;
Arranging for the supply/allocation of office equipment and supplies, materials, and vehicles as required by the Department.
Preparation of specifications, tenders and schedules; obtaining and negotiating prices; obtaining quotations and placing orders and processing invoices.
To ensure that goods purchased are to specification in terms of quality, quantity and delivery and to advice on those suppliers who fail to meet specifications.
To liaise with other Departments in order to maximize the benefits of bulk purchase.
Receives purchase and check requests from thought the COG Departments, checks for accuracy and forwards to procurement officer.
Maintains contact with vendors regarding orders and merchandise.
Receives Inspects, and Distributes merchandise to appropriate individuals
Identifies minority firms as possible suppliers.
Prepares periodic reports related to purchasing, inventory control.
Conducts annual on-site inventory, prepares inventory listings to include the location and status of all equipment.
Evaluates the quality and appropriateness of supplies and equipment, conducts cost/ quality comparisons prior to submitting requests to the procurement officer.
Confers with official from all departments to determine purchasing needs.
Obtains and updates information on open market and contract purchase prices.
Coordinates expenditure records with COG’S Accounts payable to assure prompt and accurate payments.
Procuring of venues for Governors, Deputy Governors and other stakeholders invited for meetings by Council of Governors
Any other duty as assigned.
Requirements
Education: A Diploma in Procurement and supply chain management. (Bachelors Degree in Commerce or Business Management major in Procurement and Supply Chain Management will be an added advantage) or any other relevant field.
Experience
A minimum of 2 years experience in supply chain management;
Familiar with Government of Kenya procurement rules and regulations;
Knowledge of the provisions of the Constitution of Kenya 2010 in regard to devolution.
Knowledge of record keeping methods and procedures applicable to purchasing
Knowledge of the application of bookkeeping principles and methods to the keeping of procurement records.
Knowledge of supplies and material utilized in office, technical or maintenance.
Other requirements
Demonstrates integrity by modeling CoG values and ethical standards
Ability to work under pressure
Initiative and independence
Excellent communication skills in English
Excellent Good report writing skills
Duration: The contract duration is one (1) year with a possibility of extension, subject to performance and availability of funds.
2. Procurement Officer
Duties and Responsibilities
The procurement officer will report to the Director, Finance and Administration.
He/she will work closely with Heads of Departments/Units and Committee Clerks.
He/ She will provide support to the Secretariat’s procurement unit.
Specific tasks include;
Coordinating internal monitoring and evaluation of the supply chain functions;
Preparing of annual procurement and disposal plans; preparing of tender and prequalification documents for expression of interest for the Council;
Establishing controls mechanism, management and use of materials;
Proper documentation of all procured items; planning and co-ordination of purchasing and supply services;
Controlling requisitions of items and services in the Council;
Render support on project start-up procurement issues as necessary
Help prepare procurement packages as appropriate
Prepare and agree on procurement plan with stakeholders
Review technical specifications, refine Terms of Reference (TOR) and prepare Request for Proposals (RFP) and bidding documents for the project using standard Government documents and as approved by the Public Procurement Oversight Authority
Review and evaluate procurement proposals and documents received and assist all Units in the process of engaging consultants and bidders
Prepare, review and clear TOR’s bidding documents for all procurement activities required under the project
Follow up with concerned government departments and bidding documents approved and issued on a timely manner according to the approved procurement plan
Manage the advertising process involved in procurement, procurement correspondence, bid receipt and bid opening in strict accordance with the agreed procurement procedures
Manage the project procurement filing system in a systematic manner
How to Apply
All interested candidates should send their CV, cover letter, copies of ID, certificates and testimonials to hrcog@cog.go.ke on or before 13th October 2015
