Procurement Coordinator

About Hydrobox: Hydrobox is a leading project developer and operator of renewable energy projects in Kenya, focusing primarily on hydro and solar power. With a commitment to sustainable development, Hydrobox aims to provide reliable and clean energy solutions to communities across the region.

Job Overview: We are searching for an experienced Procurement Coordinator who 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 Procurement Coordinator will also support uninterrupted project delivery in remote and off grid areas.

The role requires alignment with donor procurement guidelines, internal sustainability objectives and a high level of integrity.

Department: Procurement

Reports To: CFO

Location: Nairobi

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 favourable 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.
• Proactively review and update procurement policies and procedures under the guidance of the CFO.
• 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.
• Analyse 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 as well as the company's procurement policies and procedures.
• 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

• Continuously strive to develop your knowledge and skills further.
• Engage proactively with colleagues both in your team and cross functionally in order to make improvements and further develop the Sales function.
• Perform any additional duties related to the above-mentioned duties and responsibilities that may be assigned to you by your manager.

Key Performance Indicators Include

• Cost efficiency
• Supplier performance
• Procurement cycle time
• Value vs. quality of purchases
• Inventory management
• Emergency purchase rate

Specific KPIs will be shared upon commencement of the role and may be reviewed from time to time in alignment with business strategy.

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, or a related field
• Experience working with procurement systems.
• 5 years of experience in procurement or supply chain roles.
  
  Professional certifications such as CIPS, CPSP-K and postgraduate qualifications in procurement, logistics, or finance are highly desirable.

Working Hours Per Week: 40 hours

Why Join Hydrobox? 

Be part of a dynamic and innovative scale-up company committed to renewable energy and sustainable development where you will have the opportunity to work on impactful projects that make a difference in local communities, in a collaborative and supportive work environment.