Key Responsibilities:

Procurement

• Support the review and implementation of procurement policies, guidelines, internal

control systems and procedures.

• Support the establishment of a clear procurement plan ensuring that requests are managed

effectively allowing sufficient time is provided to complete all necessary processes.

• Review, record, and prioritise purchasing requests and obtains additional

information/documentation as required; help requisitionersin preparing scope of work and

specifications of goods and services; propose product substitutions consistent with

requirements to achieve cost savings; confirm the availability of funding sources.

• Identify and recommend sources of procurement; interview potential suppliers; prepares

and maintains database of approved suppliers and prequalified lists.

• Produce tender documents (e.g., Requests for Pre-qualifications, Invitations to Bid,

Requests for Proposals and Requests for Quotations) based on the nature of the

requirements and cost of procurement involved.

• Prepare 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.

• Enter negotiation of terms and conditions of orders; obtain credit and other information on

proposed suppliers.

• Finalize purchase orders and contracts for approval in line with delegated authority, and if

required, prepare submissions for review and subsequent approval.

• Resolve issues/problems related to delivered goods, including discrepancies between

purchase orders and items/quantities shipped or received, demurrages; prepares and signs

return to vendor forms for unacceptable and/or damaged goods received.

• Maintain relevant internal databases and files; keeps track of any contractual agreements,

framework arrangements, etc.

• Ensures safe custody of the Purchase Orders, Quotations, procurement related

correspondences, and any other accountable documents.

• Research, 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’s in the market.

• Ensure the No Conflict-of-Interest Policy is upheld throughout all processes of procurement.

• Support management of all contracts issued and ensure that they are up-to-date and

adhered to by the authorised suppliers.

• Manage all the Procurement files and documents and ensure that all the procurement

records are up to date.

• Coordinate the disposal of obsolete and surplus materials/assets.

Travel Management

• Ensure that all travel adheres to the AECF Travel Policy.

• Support the procurement of Hotels & Accommodation for events, workshops etc.

• Support day-to-day travel and logistics management ensuring that all travel and logistics

complies with AECF’s travel policy.

• Review travel authorisations and confirm budgets where necessary.

• Assist in interpretation and training staff on travel policies and procedures.

Training & Capacity Building

• Support organisation of procurement and logistics trainings for staff on a regular basis.

• Assist in development and maintenance of an effective orientation package to ensure that

new staff members are appropriately orientated on procurement policies and procedures

in a timely manner.

• Ensure the procurement department maintains cooperative relations with other

departments and interacts with them in a positive manner.

Inventory Management

• Provide support in managing all supplies for the organisation, ensuring the administration

team are logging all incoming and outgoing supplies and any discrepancies are investigated

and reported.

• Provide support in managing the process of procurement and delivery of supplies to

office/sites/training/events, ensuring all items are logged in and any extra supplies are

returned to the office and logged correctly where necessary.

Required qualifications and experience:

• Bachelor’s degree in Supply Chain Management, Business Administration, International

Business, or related disciplines.

• Diploma from Chartered Institute of Purchasing and Supplies (CIPS) or equivalent

certification from a recognized institution.

• Excellent command of English and Swahili, fluency in French will be an added advantage.

• Be a member of a procurement-related professional body such as KISM, CIPS etc.

• Four (4) 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.

• Knowledge of ERP systems and related software.

• Proficient in Microsoft Office programs such as word, excel, outlook.

• Excellent numeracy, literacy, and organizational skills.

• Strong client service orientation and displaying a good-natured cooperative attitude with

internal and external clients.

• Knowledge of EU, DFID and USAID, procurement conditions a plus.