Legal and Company Secretary

Overview

To carry out procurement activities for goods and services as per laid down procurement policies procedures and processes while maintaining high standards of integrity and accountability.

Key Responsibilities

• Advise on all procurement related matters.
• Facilitate timely resolution of issues impacting requestors and communities.
• Identify alternative supply sources for materials/services not under contract.
• Ensure safe delivery and receipt of ordered goods and services.
• Resolve conflicts of deliveries amongst suppliers.
• Execute Market Assessment and Supplier Pre-Qualification process.
• Manage RFQ/RFP Process including baselines & price survey methodologies.
• Lead negotiations for assigned Categories.
• Supervise procurement processes and assistance work relating to sourcing.
• Prepare Procurement Committee submission documents.
• Facilitate Purchasing Committee meetings and ensure proper documentation.
• Accurately complete master data management form (or contract/supplier register).
• Monitor and complete contract close-out, renewal or retender.
• Ensure contractual conditions and performance indicators are understood by suppliers.
• Identify & resolve or escalate contract-related issues.
• Analyze supplier performance and coordinate with suppliers for improvement.
• Receive incoming Purchase Requisitions, verify specifications, conduct sourcing if required, update PR and release for approval.
• Follow Procurement Policies and guidelines in Supplier Award decisions.
• Manage PO Change requests.
• Consolidate documentation for Finance for timely supplier payment.
• Collect and analyze organization-wide data to support decision-making.
• Support design of business metrics to monitor SCM performance.
• Conduct spend analysis to support strategic sourcing and Supplier Relationship Management.
• Prepare summary report of supplier bid responses.
• Track and analyze procurement performance and savings.
• Conduct all procurement related tasks as per approved policies, processes and guidelines.
• Advise management regarding challenges/risks/impractical guidelines.
• Collect customer feedback relating to policies, processes and guidelines.
• Review Partners/Sub-Grantees' SCM Policies, procedures to identify gaps and document them.
• Collect and collate data to improve established systems.
• Conduct supplier pre-qualification for all new suppliers and maintain records.
• Participate in development of risk identification & assessment tools.
• Maintain proper filing and record keeping.
• Coordinate with Requesters to close out open POs.
• Implement agreed audit recommendations in the procurement process.
• Review Partners/Sub-Grantees' internal control system in procurement process.
• Monitor progress on implementation of recommendations and update management.
• Coordinate, participate in, and/or train staff on WVI Procurement Policies, Processes, and Systems.
• Conduct Partners'/Sub-Grantees' capacity assessment and capacity building plans.
• Train Partners/Sub-Grantees based on approved capacity building plan and monitor progress.
• Coordinate with internal stakeholders in monitoring progress and submit progress reports.

Required Experience

• 4 years' experience in Procurement or Supply Chain.
• Experience in working with Enterprise Resource Platform (ERP’s).

Qualifications

• University degree in Business Administration, Procurement or similar degree, or equivalent experience.
• Post graduate qualification in Purchasing and Supplies Management from CIPS Level 4.
• A member of Kenya Institute of Supplies Management (KISM).

Other Details