Procurement Officer

  • World Agroforestry Centre
  • Nairobi County, Kenya
  • Sep 27, 2017 - Oct 03, 2017
Full time Purchasing-Procurement

Job Description

Job Summary

The procurement officer will procure goods and services at the right time, source, quantity, quality, price and ensure delivery at the right place.

Duties and Responsibilities

  • Implements the procurement policies and guidelines; establishes and implements internal controls systems and procedures.
  • Reviews, records and prioritizes purchasing requests and obtains additional information/documentation as required; provides assistance to requisitions in preparing scope of work and specifications of goods and services; proposes product substitutions consistent with requirements to achieve cost savings; determines the availability of funding sources.
  • Identify and recommend sources of procurement; interview potential suppliers; prepares and maintains database of approved suppliers
  • Produces tender documents (e.g. Requests for Qualification, Invitations to Bids, Requests for Proposals and Requests for Quotation) based on the nature of the requirements and cost of procurement involved.
  • Prepares abstracts of offers and compile data contained in quotations, proposals and bids to determine which supplier can deliver the required goods/services at the best terms and lowest costs possible with due consideration to quality, delivery time, payment terms and other discounts, transportation costs, etc.
  • Enters into negotiation of terms and conditions of orders; obtains credit and other information on proposed suppliers.
  • Finalizes purchase orders and contracts for approval in line with delegated signature authority, and, if required, prepares submission for review and subsequent approval by the authorized official.
  • Handles inbound/outbound logistics, including local marine insurance cover, import documents, PRO1Bs & Cs, Form A and C, in liaison with appointed Insurers, Clearing agents & transporters.
  • Resolves issues/problems related to delivered goods, including discrepancies between purchase orders and items/quantities shipped or received, demurrage; prepares and signs return to Vendor forms for unacceptable and/or damaged goods received.
  • Coordinate the disposal of obsolete and surplus materials/assets.
  • Maintains relevant internal databases and files; keeps track of any contractual agreements, framework arrangements, etc. Ensures safe custody of the Purchase Orders, Quotations, Correspondences and any other accountable documents.
  • Researches, retrieves and presents information from a variety of internal and external sources on sources of supply, vendors by commodity, etc., as well as obtain specifications for new products and equipment on the market.
  • Drafts a variety of correspondence.
  • Supervises, assigns and reviews the work of junior staff.
  • Performs other duties as assigned by supervisor.
Skill set

Required Academic and Professional Qualifications:

  • Undergraduate degree in any business related field.
  • Diploma from Chartered Institute of Purchasing and Supplies (CIPS) or equivalent certification from a recognized institution. 
  • Member of KISM 

Required Skills and Competencies:

  • Over three years’ experience in a busy procurement environment
  • Knowledge of Procurement and logistics and related fields
  • Reliable and dependable, high level of personal integrity and attention to detail
  • Extensive knowledge of ERP systems and related software 
  • Strong negotiation skills
  • Excellent interpersonal, leadership and analytical skills
  • Proficient in Microsoft Office programs such as word, excel, outlook
  • Excellent numeracy, literacy and organizational skills
  • Excellent customer service and communication skills