Managing all Chagua maisha procurement and fleet management activities to ensure compliance with the set rules, regulations and guidelines. In addition ensure transparency and accountability in all procurement and fleet management processes, Receiving and reviewing all procurement requests and ensuring necessary descriptions, budget lines and signatures are in place before performing any procurement procedures, which include among others preparing & sending to potential vendors Request for quotations(RFQ) and Invitation to bid(ITB)
Tasks and Responsibilities.
R 1: Identification & Setting up of vendors through:
• Conducting market surveys
• Referrals that is from other agencies, government institutions.
• Journals, yellow pages and internet.
• Self introductions
• Bridging checking of vendors
• Filling the vendor set up forms after the forms are fully signed in accordance to Care’s procurement policy.
• Conducting market surveys
• Referrals that is from other agencies, government institutions.
• Journals, yellow pages and internet.
• Self introductions
• Bridging checking of vendors
• Filling the vendor set up forms after the forms are fully signed in accordance to Care’s procurement policy.
R 2: Performing procurement activities.
• Receiving and reviewing purchase requests by ensuring that they have the correct specifications, they have the necessary budget lines and they are approved as per procurement appendix on approval limits.
• Determining the procurement strategy to be applied in sourcing for goods/service and this is done in a transparent and fair competitive process depending on threshold limits which dictate the procurement procedure to be applied.
• Preparing the procurement contractual document that is purchase orders, frame work agreements, required vendors agreement forms and any other relevant procurement contractual document.
• Determining the lead time which should be reasonable and ensuring that vendors adhere to the delivery times in the purchase order.
• Auditing all procurement documents before submitting them to finance for payment
• Ensure cost-effectiveness, quality and timely delivery off all supply chain clients’ requirements.
• Ensure suppliers are formally pre-qualified prior to inclusion on suppliers list.
• Ensure compliance with CARE and donor supply management policies and procedures.
• Proactively anticipate supply chain related risks and develop appropriate mitigations.
• Budgeting and control – Manage resources to ensure value for money.
• Manage development and preparation of contracts and ensure all contracts renewals / reviews are done on time.
• Lead the procurement committees and ensure all procurements are properly recorded.
• Ensure good supplier relations are maintained.
• Ensure WIN-WIN negotiations are carried out with suppliers to ensure sustainable mutual gains for both CARE and the supplier organizations
• Receiving and reviewing purchase requests by ensuring that they have the correct specifications, they have the necessary budget lines and they are approved as per procurement appendix on approval limits.
• Determining the procurement strategy to be applied in sourcing for goods/service and this is done in a transparent and fair competitive process depending on threshold limits which dictate the procurement procedure to be applied.
• Preparing the procurement contractual document that is purchase orders, frame work agreements, required vendors agreement forms and any other relevant procurement contractual document.
• Determining the lead time which should be reasonable and ensuring that vendors adhere to the delivery times in the purchase order.
• Auditing all procurement documents before submitting them to finance for payment
• Ensure cost-effectiveness, quality and timely delivery off all supply chain clients’ requirements.
• Ensure suppliers are formally pre-qualified prior to inclusion on suppliers list.
• Ensure compliance with CARE and donor supply management policies and procedures.
• Proactively anticipate supply chain related risks and develop appropriate mitigations.
• Budgeting and control – Manage resources to ensure value for money.
• Manage development and preparation of contracts and ensure all contracts renewals / reviews are done on time.
• Lead the procurement committees and ensure all procurements are properly recorded.
• Ensure good supplier relations are maintained.
• Ensure WIN-WIN negotiations are carried out with suppliers to ensure sustainable mutual gains for both CARE and the supplier organizations
R3: Vendor rating/appraising vendors.
• Appraising all the approved and required vendors.
• Reviewing the conduct and performance of each vendor in Kisii and recommending to the procurement manager which vendor to terminate his/her contract or whether to renew the contract.
• Regularly explaining to vendors care’s policy on engaging vendors and especially on anti terrorism requirements
• Appraising all the approved and required vendors.
• Reviewing the conduct and performance of each vendor in Kisii and recommending to the procurement manager which vendor to terminate his/her contract or whether to renew the contract.
• Regularly explaining to vendors care’s policy on engaging vendors and especially on anti terrorism requirements
R4: Responding to audit issues
• Respond on time to all procurement issues raised by both internal and external auditor.
• Fully comply with CARE’s procurement procedures.
• Training new chagua maisha staff on procurement procedures.
• Communicating through emails any changes in the procurement manual.
• Respond on time to all procurement issues raised by both internal and external auditor.
• Fully comply with CARE’s procurement procedures.
• Training new chagua maisha staff on procurement procedures.
• Communicating through emails any changes in the procurement manual.
R5: Maintain Procurement Office Integrity & Secrecy
• Safe custody of confidential procurement documents and files.
• Custody of CPO books
• Ensure confidential information on vendors is protected and does not leak to unconcerned parties
• Be of high integrity when undertaking the duties and maintain procurement office ethics.
• Safe custody of confidential procurement documents and files.
• Custody of CPO books
• Ensure confidential information on vendors is protected and does not leak to unconcerned parties
• Be of high integrity when undertaking the duties and maintain procurement office ethics.
R6: Fleet management.
• Collecting all fuel vouchers from drivers and reconciling them
• Preparing monthly fuel efficiency reports and sending them to top management.
• Reconciling mileage reports from drivers and determining the vehicle efficiency of each chagua maisha vehicles.
• Based on the fleet efficiency reports advice the top management on which fleet to keep or dispose.
• Prepare the vehicle tracking and repair report.
• Ensuring all chagua maisha assets are well managed including implementing and filling all the documents related to asset management
• Ensure clients transport needs are met on time and competitively.
• Ensure vehicles are clean , hygiene and good maintenance state
• Ensure availability and optimal utilization of CARE vehicles
• Ensure compliance with CARE transport policy
• Collecting all fuel vouchers from drivers and reconciling them
• Preparing monthly fuel efficiency reports and sending them to top management.
• Reconciling mileage reports from drivers and determining the vehicle efficiency of each chagua maisha vehicles.
• Based on the fleet efficiency reports advice the top management on which fleet to keep or dispose.
• Prepare the vehicle tracking and repair report.
• Ensuring all chagua maisha assets are well managed including implementing and filling all the documents related to asset management
• Ensure clients transport needs are met on time and competitively.
• Ensure vehicles are clean , hygiene and good maintenance state
• Ensure availability and optimal utilization of CARE vehicles
• Ensure compliance with CARE transport policy
AUTHORITY:
- Spending Authority: NONE
- Supervision: procurement assistant and program drivers.
- Decision Making: making decision on all matters related to procurement that is the source of supply, sourcing strategy, and determining the delivery times
CONTACTS/KEY RELATIONSHIPS (internal & external):
- Professional relationships with all chagua maisha vendors.
- The link between care and vendors.
WORKING STATION:
Kisii sub office
QUALIFICATIONS:
- Education: Bachelor’s degree in Business Management or Purchasing and Supplies Management or related discipline.
- Experience: At least 3 years work experience in Administration department,
- Member of Chartered Institute of Purchasing and Supplies (CIPS), or Kenya Institute of Supply Management (KISM) will be an added advantage.
- Ability to communicate effectively with multiple interdisciplinary teams.
- Good presentation and oral/written communication and skills.
- Creative and dynamic person who can operate both individually and as part of a team.
COMPETENCIES:
• Leadership - ability to inspire others.
• Professionalism: Thorough knowledge and understanding of purchasing and supplies procedures, ability to communicate effectively with staff at all levels, and to negotiate with vendors and contractors. Shows pride in work and in achievements; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations.
• Teamwork: works in collaboration with colleagues to achieve organizational goals, solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others.
• Planning and Organizing: develops clear goals that are consistent with agreed strategies, identifies priority activities and assignments; adjusts priorities as required, allocates appropriate amount of time and resources for completing work.
• Client Orientation: Must be service oriented, trustworthy and have good communication skills. Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view, establishes and maintains productive partnerships with clients by gaining their trust and respect, identifies clients’ needs and matches them to appropriate solutions, keeps the clients informed of progress or setbacks in projects, meets time line for delivery of products or services to clients.
• Strong skills in management of fuel usage and consumption which includes reconciliation of monthly fuel invoices and preparation of the monthly the Fuel Efficiency Report
• Knowledge in Motor vehicle management including repair and incident/accident management
• Ability to produce fleet management reports for decision making by management
• Basic motor vehicle operation knowledge.
• Leadership - ability to inspire others.
• Professionalism: Thorough knowledge and understanding of purchasing and supplies procedures, ability to communicate effectively with staff at all levels, and to negotiate with vendors and contractors. Shows pride in work and in achievements; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations.
• Teamwork: works in collaboration with colleagues to achieve organizational goals, solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others.
• Planning and Organizing: develops clear goals that are consistent with agreed strategies, identifies priority activities and assignments; adjusts priorities as required, allocates appropriate amount of time and resources for completing work.
• Client Orientation: Must be service oriented, trustworthy and have good communication skills. Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view, establishes and maintains productive partnerships with clients by gaining their trust and respect, identifies clients’ needs and matches them to appropriate solutions, keeps the clients informed of progress or setbacks in projects, meets time line for delivery of products or services to clients.
• Strong skills in management of fuel usage and consumption which includes reconciliation of monthly fuel invoices and preparation of the monthly the Fuel Efficiency Report
• Knowledge in Motor vehicle management including repair and incident/accident management
• Ability to produce fleet management reports for decision making by management
• Basic motor vehicle operation knowledge.
HOW TO APPLY:
If you feel you meet the requirements for this position, send your application letter indicating the reference number, title of the position along with an updated CV with email and telephone contacts of three professional referees to: The Human Resources & Development Manager, CARE International in Kenya, Email: Vacancies@care.or.ke to be received not later than 22nd January, 2016.
Kindly do not attach any certificates/scanned documents to your application
Only short listed candidates will be contacted.
CARE is an equal opportunity employer and promotes gender equity. Canvassing will lead to automatic disqualification.
CARE International in Kenya does not charge a fee at any stage of the recruitment process. (Application, interview, meeting, processing, training or any other fees).
CARE International in Kenya does not charge a fee at any stage of the recruitment process. (Application, interview, meeting, processing, training or any other fees).
