Procurement Assistant at

2 months ago

Nairobi, Nairobi Area, Kenya Mhasibu Savings and Credit Cooperative Society Limited Full time

Mhasibu SACCO whose name means 'accountant' in Swahili currently serves members engaged in the accounting profession to include inter alia: qualified accountants yet to be members of ICPAK, students of KASNEB & ACCA, employees of institutions that offer training in accounts as well as the spouses and children of existing members.


JOB PURPOSE

Responsible for efficiently and ethically managing the acquisition of goods and services, ensuring compliance with policies and regulations, cost-effectiveness, and the establishment of transparent and accountable procurement processes.


MAIN RESPONSIBILITIES OF THE JOBS
Purchase order processing, inventory management and disposal as per policy.
Assist in negotiating contracts and agreements with vendors to ensure favorable terms and discounts.
Develop and implement procurement requirements and plans aligned with Sacco's needs in consultation with other departments.
Prepare and issue tender documents and evaluate bids and proposals in collaboration with relevant user departments.
Assist in managing contracts with suppliers and monitor supplier performance and ensure compliance with contractual terms.
Identify and mitigate potential risks associated with the procurement process.
Ensure compliance with procurement policies and procedures, anti-corruption and ethical standards, relevant laws, and regulations.
Maintain accurate and up-to-date records and database of vendors and procurement transactions.
Communicate effectively with internal stakeholders and external vendors.

Uphold high ethical standards and integrity in all procurement activities and ensure fairness, transparency, and accountability in the procurement process.

Work within budget and ensure cost-effectiveness and provide input for budget planning related to procurement activities.
Conduct research on market trends, pricing, and product availability and make recommendations.
Records Management.
Marketing and selling of society products and services and
Any other lawful duties that may be assigned from time to time.

KNOWLEDGE, SKILLS, AND EXPERIENCE
Minimum level of academic qualification, skills and knowledge required to perform effectively in the role:

A bachelor's degree in a relevant field such as Procurement, Supply Chain Management, Business Administration, or a related discipline.

Successful candidates will be required to meet the requirements of Chapter 6 of the constitution of Kenya by obtaining the necessary documentation.

Minimum level of professional qualification required to perform effectively in the role:

Professional certifications in procurement, such as Chartered Institute of Procurement & Supply (CIPS) or the Kenya Institute of Supplies Management (KISM),
A Member of a relevant professional body is an added advantage.

Minimum months or years of experience required to have to be appointed to the position:

Minimum 2 years relevant experience and in a in a similar position.

KEY PERFORMANCE INDICATORS
Value for money for all procurement
Compliance with the budget
Reduction in procurement costs or the cost
Adherence to procurement policies, regulations, and timelines,
Evaluation of the performance of suppliers based on ratings and feedback,
TATs on sourcing and tendering process, negotiating, and finalizing contracts.
Effectiveness of identifying and mitigating procurement-related risks
Procurement planning and reporting

SKILLS & COMPETENCIES

Knowledge of Public Procurement and Asset Disposal Act 2015, procurement rules and regulations and on all phases of procurement techniques and operations used in contracting a diverse range of goods and services.

Knowledge of contract law and expertise in handling complex contract issues

Knowledge in quantitative methods to measure supplier capacity systems and ability to identify sources of supply and market trends.

Planning and organizing skills.
Good knowledge of the financial services industry and the regulatory framework.
Excellent report writing and oral communication
Objective judgement and decision making
Critical thinking and problem solving
Proficiency in ERP systems and Microsoft office
Working knowledge of procurement tools/software
Team player with good interpersonal skills

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