Senior Associate, Procurement
Evidence Action, Kenya
Job Description
About Evidence Action
Our organization was founded in 2013 to address a big gap in the fight against global povertymany of the most promising interventions are either implemented at a very small scale, or not at all. We set out to address this gap by building programs that would scale evidence-based and cost-effective interventions, leading to significant improvements in quality of life for hundreds of millions of people. Our model worked. In less than a decade, our two flagship programs, the Deworm the World Initiative and Dispensers for Safe Water, have grown to measurably impact over 280 million people each year. This success is achieved through the dedication and talent of our staff, the hard work of our partners, and the commitment of our supporters. By 2024, we seek to double our impact. We are strengthening and expanding our existing programs, and working to identify a new generation of evidence-based and cost-effective interventions that we can scale to reach millions more.
Job purpose
Senior Associate Procurement will be a key member of the Finance amp; Operations (FO) department providing overall leadership of the procurement department while undertaking their mandate of strategic oversight, planning and overall management of the procurement unit. The position holder will provide support to both Nairobi amp; Nyanza/ western procurement teams under the Kenya country operations. The Operations Unit focus on delivering and optimizing current procurement needs ensuring that deliveries are available in the most cost-effective way and in a timely manner. The Procurement unit will be focused on ensuring the lifetime cost of a product is minimized and that the supply chains are well-designed and cost-effective.
Duties and responsibilities
Under the guidance and supervision of the Associate Manager of Operations, the Senior Procurement Associate provides administrative support in the management of a variety of processes/transactions in implementing procurement and contracting of commodities, materials, equipment and services in Kenya, ensuring high-quality and accuracy of work. He/she uses his/her own discretion to address unforeseen situations, seeking advice from and/or reporting to the supervisor as applicable. The Senior Associate Procurement liaises with heads of departments in order to ensure the best support. In performing his/her work, the Senior Associate Procurement promotes a client, quality and results-oriented approach.
Key Functions:
a) Procurement Operations:
- Liaise with various requesting departments within Evidence Action to ensure any requirements for procurement support are identified, approved and procured in a timely, well-documented and cost-efficient manner.
- Supervise the staff in the procurement department ensuring the department activities are conducted in accordance with the procurement policy and with utmost professionalism.
- Conduct local procurements and manage the entire procurement cycle, including but not limited to sourcing for bids, analysis, issue of Purchase orders, expediting orders, receipt of orders, inspection, verification of invoices and processing of payments.
- Ensure accurate and timely payment of invoices, as necessary for the organization with the suppliers.
- Ensure the procurement policy is adhered to for all purchases at Evidence Action and liaise with the Associate Manager, Operations or any revisions and updates needed.
- Implement an annual planning process to streamline repetitive procurement of goods to increase competitive tendering and internal processes.
- Prepare Country procurement status reports to reconcile with the procurement plan and report on any deviation.
- In collaboration with the Associate Manager Operations, enforce the mainstreaming of procurement best practices across the organization to enhance efficient and timely servicing of procurement requests.
- Review the existing SOPs for procurement , recommend changes and once approved supporting in enforcing compliance of the same across the organization.
- Lead in the annual supplier prequalification process ensuring that the process is conducted professionally and in a timely manner and all documentations needed for the process are updated and supplier records properly filled in an organized and efficient manner.
- To participate in the tendering processes to manage tender lists, manage the dispatch of tender documentation and quotations in accordance with the governing laws and coordinate responses to tender enquiries as appropriate.
- Maintain and Manage the NTSA portal on behalf of EA Kenya.
b) Procurement Documentation:
- Take charge of the necessary relevant procurement documents including but not limited to quotes, LPOs, supplier invoices, Supplier statement, Kenya r