Position title: Procurement Coordinator, WWF-Kenya
Reports to: Head of Operations, WWF-Kenya
Department: Operations
Supervises: Procurement & Administration Officers and Assistants
Career Level: Coordinator Level
Location: WWF-Kenya, Nairobi Office
JOB SUMMARY:
Under the direct supervision of the Head of Operations, the Procurement Coordinator will take a leadership role in executing effective and efficient procurement, ensuring values and competencies in maintaining transparency, integrity and compliance with established rules and regulations of WWF-Kenya, national laws and the respective donor regulations.
The position will contribute to developing and delivering a leading sustainable procurement approach and improving general procurement practices.
This position will also be responsible for leading the development and implementation of key procurement strategies that include the creation and evaluation of formal requests for proposals, negotiating contracts, supplier relationship management and seeking out new opportunities to support WWF-Kenya’s strategic plans.
ROLES AND RESPONSIBILITIES:
- Procurement & Contracts Management
- Manage the entire process in the planning of procurement activities, ensuring effectively functioning processes to avoid costly delays based on projects’ procurement plans;
- Keep effective lines of communication between the Project/Programme Managers and the procurement team to ensure priority requirements and timely delivery of goods, works and services using the WWF-Kenya procurement procedures and guidelines;
- Lead full compliance of procurement activities with the WWF-Kenya’s Procurement Manual and Donor Regulations;
- Implement effective internal control, proper design and functioning of a client-oriented procurement management system for projects and related reporting requirements;
- Ensure effective use of internal Standard Operating Procedures in Procurement, control of workflows, continuous business monitoring and improvement of systems and processes;
- Manage and monitor all transactional procurement, including tendering processes, evaluation, contracting, contract management, legal considerations, payment conditions, contractors’ performance evaluation and risk assessment; this will include preparation of appropriate procurement documentation leading to the approval of Purchase Orders and contracts;
- Review quarterly procurement status report for all purchases and share the report with the Head of Operations and Project Managers;
- Review procurement guidelines and manuals to streamline, standardise and improve the integrity of procurement processes, including e-procurement;
- Provide specialist advice, guidance and service on best procurement practices to staff; and build the capacity of WWF-Kenya in procurement—risk-based identification, assessment and management.
- Support project managers in developing realistic procurement budgets and advise on market changes in prices of regular products;
- Undertake regular spend, supply markets, efficiency and savings analysis;
- Produce regular reports on procurement performance and perform in-depth analysis, including spend analysis, procurement lead times or turnaround times, savings secured and wastage analysis.
- Provides technical support on matters relating to procurement in accordance with the statutory requirements and procedures;
- Undertake market research and surveys on a regular basis;
- Review tender documents and ensure effective tendering process management, including planning, strategic sourcing and category management, risk management, and project management.
- Supplier Management
- Manage key supplier relationships and third-party service providers to deliver breakthrough performance in cost, service and quality, including technical input to negotiations on strategically significant contracts;
- Develop, maintain and manage a supplier base that serves the procurement needs of WWF-Kenya, develop and implement strategies to evaluate and improve supplier performance in terms of on-time delivery, quality specifications, waste and cost reductions;
- Lead on procurement-related negotiations with suppliers to ensure savings are achieved and value for money and efficiencies are secured for WWF-Kenya.
- Evaluate potential suppliers using developed and agreed criteria to support alignment and understanding of the expectations and requirements of engagement;
- Monitor and report on the performance of selected vendors to ensure timely delivery in line with contractual obligations and performance metrics and ensure deactivation/blacklisting of non-performing vendors or vendors that deliver substandard goods;
- Manage outward communication to vendors to facilitate understanding and awareness of organisational strategic direction, changes and challenges;
- Manage the interaction between vendors and internal teams to provide adequate visibility of interdependent initiatives and programme activities;
- Provide quarterly reports on the full use of the Supplier Register to ensure competition and fairness in project procurements
- Liaise with procurement vendors to review, report on and revise contractual agreements as necessary;
- Monitor initiation of vendor enlistment process; review checklist, vendor performance evaluation, and vendor documentation for vendor selection processes and maintain updated Approved Supplier Register
- Ensure enterprise-wide needs for due diligence, risk assessment and continuous vendor monitoring are being accomplished;
- Tracking, measurement, reporting and evaluation of vendor performance and ensure quarterly vendor inclusion, deactivation, and/or delisting process;
- Ensure monitoring of high-value procurements, including works; with quarterly reports to the Head of Operations on status and early flagging of risks;
- Conduct quality check visits for all construction works in all WWF offices
- Ensure Bridger and other compliance checks are done for all Vendors and Consultants;
- Troubleshoot all vendor problems and present to management as required.
- Leadership and People Management
- Provide leadership to the procurement staff across the organisation.
- Liaise with People & Culture department in carrying out staff training needs assessments and recommends training programmes to address performance gaps.
- Maintains staff discipline and ensures effective handling of staff grievances in consultation with People & Culture unit;
- Perform any other duties as may be assigned.
REQUIRED EDUCATION AND EXPERIENCE:
- Bachelor’s Degree in Business Administration, Finance, Commerce, Procurement or Supply Chain Management
- Professional accreditation in Procurement and/or Supply Chain Management through CIPS or KISM
- Registered member of a professional body governing the procurement profession (CIPS or KISM)
- 8 years’ experience with at least 3 years at management level in a busy procurement function with focus on projects procurement and contract management.
- Demonstrable experience delivering procurement benefits, including value for money.
- Demonstrated experience in financial budgeting and strategy; business evaluation and advice, risk management and corporate governance; and management of statutory requirements.
REQUIRED SKILLS/ABILITIES:
- Project Management and project procurement skills
- Tender management and sourcing skills
- Contract management and negotiation skills.
- Analytical and interpretative problem-solving skills,
- High personal integrity and good work ethics
- Excellent Leadership and management skills
- Excellent knowledge of procurement & disposal policies and procedures
- Excellent IT skills, including capability of use of IT systems and ERPs eg SAP
- Demonstrated ability to conceptualise, plan and implement strategic initiatives within the context of conservation, natural resource management, international development, and/or other related fields.
WORKING RELATIONSHIPS:
Internal – Interacts frequently Heads of Departments, Landscapes leads, Thematic leads, coordinators/managers, Projects and other Business Units.
External – Interacts with the Consultants, Suppliers and other staff within WWF Network.
This job description covers the main tasks and conveys the spirit of the sort of tasks that are anticipated proactively for the Procurement Coordinator role. Other tasks may be assigned as necessary according to organizational needs.
HOW TO APPLY?
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Applications will close on Monday, 9th December 2024. Applications will be reviewed on a rolling basis.
Kindly note that only shortlisted persons will be contacted.
