09.07.2023
Senior Procurement Coordinator
Jacaranda Health Solutions Limited
Nairobi, Kenya, KE
Microsoft Office
Other High-Paying Jobs in Nairobi
JOB DESCRIPTION
SENIOR PROCUREMENT COORDINATOR
1. JOB INFORMATION
Job Title: Senior Procurement Coordinator
Job Grade: Grade 4
Department: Finance Operations
Unit: Operations
Reports to: Supply Chain Manager
Direct Reports
● Procurement Associate
Indirect Reports:● N/A
2. JOB PURPOSE
To fulfill Jacaranda Health's procurement and contracting needs in compliance with the procurement policy, standard operating procedures and guidelines while developing and maintaining good supplier relationships.
3. MAIN RESPONSIBILITIES OF THE JOB
● Adherence to the procurement policy, plans and processes ensuring compliance with standard best practices.
● Coordinate and support procurement programs and operational activities, (e.g. issue tenders, source and evaluate offers and negotiate/award contracts), following the procurement policy to contribute to successful procurement of; specific project procurement, training supplies, commodities and other services.
● Provide contract management services including arranging for proper inspection, ensuring compliance with terms and conditions of contracts, addressing delays, troubleshooting problems, assisting in contract amendments, and ensuring completion of works and delivery of goods.
● Negotiating with suppliers and vendors to secure advantageous terms.
● Track and analyse data to provide recommendations for process improvement.
● Documentation of all project approvals and procurements records submitted and approved by the relevant parties and according to the procurement policy.
● Collate procurement data and reports for performance optimization of programs while consistently aligning with the supervisor.
● Work in close collaboration with internal counterparts and external partners including suppliers, service providers, companies, etc. to align procurement activities with wider programs and ensure a coherent approach to meeting programmatic needs.
● Follow standard emergency preparedness practices to ensure Jacaranda is able to quickly respond and deploy equipment, training supplies and other items and services to field and/or county offices Protect project procurement activity from fraud, waste, and abuse.
● Coordinating the procurement budget and promoting a culture of long-term saving on procurement costs with support from the supervisor.
● Understand the fundamentals of Risk Management, Assessment and Mitigation to ensure that all risks across the Procurement and Project Management focus areas are identified and dealt with.
● Ensure that beneficial, ethical, and open supplier relationships are created and maintained according to procurement policies.
● Review requisition documentation, cost estimates, statements of work, etc. against procurement plans and budgets.
● Help non-procurement staff understand the requirements for submitting accurate and thorough requisitions, cost estimates, statements of work, or to determine other technical specifications.
● Determine source selection methods for complex procurements to ensure compliance.
4. KEY PERFORMANCE AREAS
● Procurement of goods, service and works in compliance and within the stipulated policies and guidelines.
● Prepare weekly, ad-hoc/ Monthly/quarterly procurement reports and submit them in a timely manner.
● Detailed and current list of prequalified suppliers categorised.
● Ensure only prequalified suppliers are the primary source of quotes.
● Use of the preferred vendor list, fair distribution of business to suppliers and handled professionally.
● Jacaranda Health is committed procedurally in all its procurements.
● Jacaranda Health suppliers for goods, works services fulfill their obligations in a timely manner.
● Identification of risks that are related to procurement and recommend mitigating solutions.
5. QUALIFICATION, KNOWLEDGE AND SKILLS
Minimum level of academic and professional qualification required to perform effectively in the role
● University degree in a Procurement related field is preferred or any Business-related area.
● Advanced certification in CIPS (Chartered Institute of Procurement Supply) is a must have.
6. RELEVANT EXPERIENCE REQUIRED:
Minimum level of experience required to perform effectively in the role
● Six (6) years or more postgraduate progressive professional experience in supply chain management.
● Experience in NGO/Private sector procurement is advantageous.
● Proficient in Google Suite, Microsoft Office Suite, Adobe applications.
● Strong written and verbal communications skills
● Knowledge and understanding of best practices in procurement procedures and regulations, project administration and follow-up, and contract management.
● Experience with procurement activities (Vendor Management, Commodity/Product/Service Intelligence, Systems Reporting, Tendering and Contracting and Ethics and Compliance etc.).
● Experience conducting cost analysis.
● Experience working with vendors or other partners
7. WORKING RELATIONSHIPS
Internal
● All JH program teams.
External
● Consultants and External project managers.
● Vendors and service providers.
8. COMPETENCIES
Technical Competencies
● Tendering Contracting-Demonstrates ability to establish and manage small contracts/ portions of larger contracts that enhance the value Jacaranda obtains from its engagements (e.g., cost, efficiency, quality).
● Vendor Management-Demonstrates working knowledge and understanding of the supplier network and business needs to effectively develop a value-based selection criteria Commodity/Product/Service Intelligence -Selects appropriate products and/or services in their own area based on a basic understanding of sources, country requirements, and public procurement principles/practices.
● Systems Reporting-Demonstrates strong understanding of procurement systems, Corporate operating System and tools to conduct a range of analyses and generate reports to drive decision making.
● Ethics Compliance-Demonstrates ability to collect, collate and report records relating to ethics and compliance to assist in the analysis of audit findings.
● Negotiation and influencing skills.
● Budgeting skills.
Behavioral Competencies
● Data-driven decision making
● Collaboration and leadership
● Communication, organization, negotiation and influencing skills
● Transparency and Accountability
● Integrity
● Relationship building
SENIOR PROCUREMENT COORDINATOR
1. JOB INFORMATION
Job Title: Senior Procurement Coordinator
Job Grade: Grade 4
Department: Finance Operations
Unit: Operations
Reports to: Supply Chain Manager
Direct Reports
● Procurement Associate
Indirect Reports:● N/A
2. JOB PURPOSE
To fulfill Jacaranda Health's procurement and contracting needs in compliance with the procurement policy, standard operating procedures and guidelines while developing and maintaining good supplier relationships.
3. MAIN RESPONSIBILITIES OF THE JOB
● Adherence to the procurement policy, plans and processes ensuring compliance with standard best practices.
● Coordinate and support procurement programs and operational activities, (e.g. issue tenders, source and evaluate offers and negotiate/award contracts), following the procurement policy to contribute to successful procurement of; specific project procurement, training supplies, commodities and other services.
● Provide contract management services including arranging for proper inspection, ensuring compliance with terms and conditions of contracts, addressing delays, troubleshooting problems, assisting in contract amendments, and ensuring completion of works and delivery of goods.
● Negotiating with suppliers and vendors to secure advantageous terms.
● Track and analyse data to provide recommendations for process improvement.
● Documentation of all project approvals and procurements records submitted and approved by the relevant parties and according to the procurement policy.
● Collate procurement data and reports for performance optimization of programs while consistently aligning with the supervisor.
● Work in close collaboration with internal counterparts and external partners including suppliers, service providers, companies, etc. to align procurement activities with wider programs and ensure a coherent approach to meeting programmatic needs.
● Follow standard emergency preparedness practices to ensure Jacaranda is able to quickly respond and deploy equipment, training supplies and other items and services to field and/or county offices Protect project procurement activity from fraud, waste, and abuse.
● Coordinating the procurement budget and promoting a culture of long-term saving on procurement costs with support from the supervisor.
● Understand the fundamentals of Risk Management, Assessment and Mitigation to ensure that all risks across the Procurement and Project Management focus areas are identified and dealt with.
● Ensure that beneficial, ethical, and open supplier relationships are created and maintained according to procurement policies.
● Review requisition documentation, cost estimates, statements of work, etc. against procurement plans and budgets.
● Help non-procurement staff understand the requirements for submitting accurate and thorough requisitions, cost estimates, statements of work, or to determine other technical specifications.
● Determine source selection methods for complex procurements to ensure compliance.
4. KEY PERFORMANCE AREAS
● Procurement of goods, service and works in compliance and within the stipulated policies and guidelines.
● Prepare weekly, ad-hoc/ Monthly/quarterly procurement reports and submit them in a timely manner.
● Detailed and current list of prequalified suppliers categorised.
● Ensure only prequalified suppliers are the primary source of quotes.
● Use of the preferred vendor list, fair distribution of business to suppliers and handled professionally.
● Jacaranda Health is committed procedurally in all its procurements.
● Jacaranda Health suppliers for goods, works services fulfill their obligations in a timely manner.
● Identification of risks that are related to procurement and recommend mitigating solutions.
5. QUALIFICATION, KNOWLEDGE AND SKILLS
Minimum level of academic and professional qualification required to perform effectively in the role
● University degree in a Procurement related field is preferred or any Business-related area.
● Advanced certification in CIPS (Chartered Institute of Procurement Supply) is a must have.
6. RELEVANT EXPERIENCE REQUIRED:
Minimum level of experience required to perform effectively in the role
● Six (6) years or more postgraduate progressive professional experience in supply chain management.
● Experience in NGO/Private sector procurement is advantageous.
● Proficient in Google Suite, Microsoft Office Suite, Adobe applications.
● Strong written and verbal communications skills
● Knowledge and understanding of best practices in procurement procedures and regulations, project administration and follow-up, and contract management.
● Experience with procurement activities (Vendor Management, Commodity/Product/Service Intelligence, Systems Reporting, Tendering and Contracting and Ethics and Compliance etc.).
● Experience conducting cost analysis.
● Experience working with vendors or other partners
7. WORKING RELATIONSHIPS
Internal
● All JH program teams.
External
● Consultants and External project managers.
● Vendors and service providers.
8. COMPETENCIES
Technical Competencies
● Tendering Contracting-Demonstrates ability to establish and manage small contracts/ portions of larger contracts that enhance the value Jacaranda obtains from its engagements (e.g., cost, efficiency, quality).
● Vendor Management-Demonstrates working knowledge and understanding of the supplier network and business needs to effectively develop a value-based selection criteria Commodity/Product/Service Intelligence -Selects appropriate products and/or services in their own area based on a basic understanding of sources, country requirements, and public procurement principles/practices.
● Systems Reporting-Demonstrates strong understanding of procurement systems, Corporate operating System and tools to conduct a range of analyses and generate reports to drive decision making.
● Ethics Compliance-Demonstrates ability to collect, collate and report records relating to ethics and compliance to assist in the analysis of audit findings.
● Negotiation and influencing skills.
● Budgeting skills.
Behavioral Competencies
● Data-driven decision making
● Collaboration and leadership
● Communication, organization, negotiation and influencing skills
● Transparency and Accountability
● Integrity
● Relationship building
Apply to Job
Attention! You will be redirected to another site