Procurement Coordinator

Job Overview

The Procurement Coordinator will be responsible for overseeing and managing the procurement activities of Hydrobox Group. This role will involve strategic procurement planning, vendor management, contract negotiation, and ensuring efficient procurement processes to support the organization's operations and objectives.

The role requires alignment with donor procurement guidelines and internal sustainability objectives. The Coordinator will also support uninterrupted project delivery in remote and off grid areas.

Department: Procurement

Reporting To: Chief Financial Officer

Location: Karen Office Park

Duties & Responsibilities

1. Strategic Procurement Planning

• Develop and implement procurement strategies aligned with organizational goals and objectives.
• Conduct market research and analysis to identify trends and opportunities for cost savings.
• Collaborate with stakeholders to determine procurement needs, specifications, and budgetary limitations.
• Maintain and regularly update rolling procurement plans tied to project delivery timelines.
• Forecast material and service demand based on project implementation schedules.

2. Vendor Management

• Identify and evaluate potential suppliers and vendors.
• Negotiate contracts and agreements with suppliers to secure favorable terms and pricing.
• Monitor vendor performance and address issues or concerns as they arise. Conduct supplier due diligence including KYC, tax clearance, and sustainability checks.
• Maintain and monitor an approved supplier list with tracked performance metrics.

3. Procurement Process Management

• Oversee the procurement process from requisition to delivery, ensuring compliance with procurement policies and procedures.
• Maintain accurate records of procurement activities, including contracts, purchase orders, and vendor communications.
• Implement procurement best practices to streamline processes and improve efficiency.
• Administer procurement workflows through the procurement system, ensuring full digital audit trails and approval logs.
• Ensure all procurement documentation is maintained in an audit-ready, centralized filing system.

4. Financial Oversight

• Monitor procurement budgets and expenditures to ensure adherence to financial guidelines and constraints.
• Analyze procurement data and prepare reports for management review and decision-making.
• Prepare and submit monthly procurement spend reports including variance analysis against budget forecasts.
• Support internal and external audit processes by compiling and submitting all procurement-related documentation.

5. Compliance and Risk Management

• Ensure compliance with legal and regulatory requirements related to procurement activities.
• Identify and mitigate procurement-related risks to minimize potential disruptions or liabilities.
• Ensure full compliance with funding partner procurement rules.
• Maintain a procurement risk register and escalate material risks to the CFO or relevant oversight committee.

6. Team Leadership

• Provide leadership and guidance to procurement staff, fostering a collaborative and productive work environment.
• Resolve any interpersonal conflicts and complaints within your team as promptly as possible.
• Supervise the Procurement Assistant and Inventory Control Assistant and/or other procurement support staff.
• Set annual KPIs for procurement team members and conduct quarterly performance reviews.

7. Learning & Development

• Promote a culture of continuous learning and professional development within your team.
• Organize internal team training sessions to keep the team updated with industry trends and to sharpen their skills.
• Discuss training needs and career development plans with your team and work with the HR team to develop targeted training solutions.
• Perform any additional duties related to the above-mentioned duties and responsibilities that your manager may assign you.

Key Performance Indicators (KPIs) include:

1. Cost efficiency. 20% Yearly Saving in procurement.
2. Supplier Performance and reliability of contracted suppliers.
3. Procurement Cycle Time.
4. Inventory Management Efficiency.
5. Emergency Purchase rate.
6. Value vs. Quality of purchases.
7. % of spend under competitive bidding processes.
8. % of procurement files cleared in internal/external audits without findings. % of local sourcing or local supplier engagement, where applicable.

Key Skills & Competencies

• Strong negotiation and contract management skills.
• Excellent project management and organizational abilities.
• Proficiency in supplier assessment and risk management.
• Effective communication and relationship-building skills.
• Knowledge of sustainable supply chain management practices.
• Ability to manage multiple priorities and meet deadlines.

Minimum Qualifications

• Bachelor's degree in Procurement, Supply Chain Management, Engineering, Business Administration, or related field
• Experience working with procurement systems.
• 3 - 5 years of experience in procurement or supply chain roles.

Desired Qualifications

• Professional certifications such as CIPS, CPSP - K, or equivalent are strongly preferred.
• Postgraduate qualification in procurement, logistics, or finance is an added advantage.
• Strong negotiation, analytical, and communication skills.
• Past experience in handling supplier negotiations, managing contracts and purchase planning.
• Ability to work with cross - functional teams.

Working Hours Per Week

40 Hours