Minimum Qualifications:

• Bachelor’s Degree in Procurement, Supply Chain, or related field.

• Must be a fully registered member of the Kenya Institute of Supplies Management (KISM).

• Professional certifications (e.g., CIPS) will be an added advantage.

• Minimum 3 - 5 years’ progressive experience in procurement and supply chain, with at least 2 years in a supervisory or coordinator role.

• Demonstrated experience in supplier negotiations, contracts management, and strategic sourcing.

• Review approved purchase requisitions for completeness (specs, quantities, budget, timelines) and assign follow-up actions to the Procurement Assistant.

• Coordinate RFQ sourcing strategy (supplier selection, invitation list, timelines) and ensure quotation comparisons are complete and accurate before approval.

• Lead supplier evaluation and selection decisions (pricing, quality, lead time, compliance documents) and approve recommendations before LPO issuance.

• Review and approve LPOs in line with the approval matrix; ensure LPOs are issued promptly and shared with suppliers/internal users.

• Oversee delivery follow-up for all open LPOs; escalate delays/backorders, agree corrective actions with suppliers, and update internal stakeholders.

• Ensure receiving confirmations are properly completed with Stores/Users (delivery notes, GRNs, service completion confirmations).

• Manage resolution of procurement issues (wrong items, short deliveries, damaged goods, delays) including replacements, credit notes, and supplier accountability.

• Enforce full procurement documentation compliance and filing standards (requisition, RFQ, quotes, comparison, approvals, LPO, GRN/delivery note, invoice, contracts/warranties).

• Coordinate with Finance/Accounts to ensure supplier invoices match LPO and delivery documentation (3-way matching controls) and support timely payment processing.

• Provide weekly status updates to management (open requisitions, open LPOs, pending deliveries, escalations, and key supplier issues).

• Develop, monitor, and manage departmental budgets and procurement plans.

• Lead supplier sourcing and evaluations, ensuring alignment with organizational standards.

• Negotiate high value contracts and framework agreements to secure favorable terms.

• Support compliance with statutory and regulatory procurement requirements.

• Consolidate procurement needs from different departments to leverage economies of scale.

• Conduct market analysis to identify trends, price fluctuations, and alternative sourcing options.

• Standardize procurement processes and introduce best practices for efficiency.

• Review and approve supplier prequalification processes to ensure only vetted suppliers are engaged.

• Monitor and analyze procurement KPIs to track departmental performance.

• Provide management with regular reports on procurement activities, savings, and supplier performance.