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Procurement Manager

Primary Purpose:  

This position reports directly to the Administration Coordinator and oversees the Procurement Unit. This position directly supervises the Procurement Supervisor and indirectly supervises the Procurement Specialists and Procurement Officers ensuring they have the support and resources they need to effectively carry out their duties. The position is responsible for overseeing all aspects of procurement unit which include compliance with the policies, strategic planning, budget preparation, procurement planning, coordination and managing of procurement functions, vendor management, preparing procurement reports and supports the sub-offices of CWS Africa. 

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This position directly supervises the Procurement Supervisors and indirectly supervises the Procurement Specialists and Procurement Officers 

Essential Duties:  

 Management

  • Provides direct supervision, training, monitoring and feedback to the Procurement Unit. 
  • Ensures the Procurement Unit SOPs are regularly updated and stored and training sessions on the same arranged. 
  • Ensures Procurement Unit’s compliance with Fileserver organization and group email protocols. 
  • Discovers profitable suppliers and initiates procurement partnerships that will benefit the organization.  
  • Negotiates with external vendors to secure advantageous terms for the organization 
  • Offers regional support to the country offices at all times 
  • Provides originality, initiative and good judgment in applying RSC policies to new and unusual problems. 
  • Manages all procurement records ensuring their storage and update for audit purposes. 
  • Manages timelines around Request for Proposals (RFP) to ensure professional and timely delivery of goods and services. 
  • Actively involved in vendor management ensuring regular evaluations on the vendors is carried out and updating on the vendor list. 

Budget 

  • Supports the annual budgeting process by overseeing the costing out of items proposed in the budget. 
  • Manages the element of procurement within the organizational budget.   
  • Oversees the monthly projections of expected purchases. 
  • Ensures monitoring of expenditure that relates to procurement. 
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Compliance  

  • Oversees all procurement activities and responsible for managing, coordinating and monitoring the supply chain function to ensure strict compliance with RSC SOPs, Cooperative Agreement and CFR 200. 
  • Ensures development, implementation, dissemination, monitoring and adherence of Standard Operating procedures (SOPs) for procurement unit. 
  • Conducts job function observations of procurement staff to ensure compliance is met and identify any areas of improvement or training needs. 
  • Manages the co-ordination of procurement prequalification process of suppliers, ensuring vendor clearance/checks through System for Award Management (SAM check) for all vendors, KRA PIN checks for local vendors and all vendor forms are all in place. 

 Administration 

  • Oversees in conjunction with the Property Unit, the reorder level of all stores supplies and ensures there are no stock outs. 
  • Ensures and manages all procurement contracts and monitors that they are updated/renewed accordingly and is the custodian of all procurement contracts. 
  • Conducts regular market surveys to determine the best price for quality goods and services. 
  • Manages and monitors workload within the unit, prioritizes work assignment accordingly. 
  • Prepares and reviews unit reports to ensure efficiency and accuracy. 
  • Reviews invoices and all attached documents for payment to ensure accurate and timely payment to vendors by Accounts unit. 
  • Acts as point person for staff inquiries relating to all things procurement. 
  • Develops, facilitates, implements, monitors and reviews strategic plans and annual plans for procurement Unit. 
  • Monitors the purchasing data in Sage ERP system. 
  • Ensures preparation, submission and monitors VAT Exemptions in the IPMIS system. 
  • Manages and reviews Pro 1Bs and other documents for international purchases to ensure accuracy in the IPMIS system. 

 Representation

  • Builds and maintains positive and effective relationships with Staff, Contractors and Vendors in a professional manner.
  • Acts as the point of contact via the RSC Africa Procurement mailbox and ensures that communication is professional, timely and proactive. 
  • Manages and monitors the Procurement mailbox and ensures emails are filed in their respective folders. 
  • Updates the purchasing procedures to ensure best practices and standards in all procurement processes. 

 Performance Management 

  • Provides direct supervision and leadership to Procurement Staff, including yearly performance evaluations, developing job descriptions, participating in hiring and coordinating leave. 
  • Manages the development and implementation of training modules for new procurement staff. 
  • Provides regular feedback to procurement staff and manages facilitation of training, coaching and mentoring. 
  • Manages and ensures establishment of performance expectations and on-boarding for procurement staff. 
  • Manages and monitors procurement staff time and attendance. 

 Staff Care

  • Monitors and ensures a safe, healthy and professional work environment for the procurement unit. 
  • Actively supports staff by promoting safe space, open-door policy and the escalation policy. Ensures and manages working resources availed to staff in the procurement unit. 
  • Ensures direct reports are accessing and using their benefits appropriately including leave. 

Qualifications:   

Experience:  

  • Seven (7) years of paid work experience in Procurement is required. 
  • Five (5) years of work experience in an organization that adheres to US Government CFR 200 required. 
  • Two (2) years of work experience with 2 CFR 200 

Skills:  

  • Demonstrated excellent computer skills for Microsoft Word, Excel, Access and Outlook. 
  • Demonstrated strong organizational and time management skills. 
  • Strong written and verbal English skills. 

Abilities: 

  • work and make decisions independently and contribute to overall operations at management  levels 
  • exercise good judgment and seek guidance as appropriate when confronted with unanticipated problems in the field;   
  • maintain a high performance standard with attention to detail, completing tasks within set timeframes;   
  • exercise good judgement and seek guidance as appropriate when confronted with unanticipated problems;    
  • deal effectively and courteously with a large number of associates, outside agencies, refugees and members of the general public;  
  • Manage large and diverse workload under pressure with competing priorities. 
  • Maintain the integrity of official records;   
  • Analyse and solve complex problems and make sound decisions;   
  • Work with minimal supervision 
  • Maintain a high performance standard with attention to detail;   
  • Work independently and contribute to overall operations of RSC Africa;   
  • Actively participate in the implementation of the U.S. Refugee Admissions Program (USRAP).  
  • Strong English communication skills, both written and oral. 
  • Ability to work in a multi-cultural environment required. 
  • Commitment to diversity, equity, and inclusion and willingness to support CWS’ Platform on Racial Justice as a CWS employee required. 

Education & Certifications:  

  • Bachelor’s degree 
  • Diploma in Purchasing and Supplies Management is preferred. Working knowledge of Sage ERP System 
  • Working knowledge of the 2 CFR 200 

Procurement Coordinator

Primary Purpose

The position reports to the Deputy Director for Administration and directly oversees the Procurement unit and offers technical support to country offices. This position also oversees and supports the planning, training, quality control, monitoring and evaluation of the Procurement unit. This position works closely with the Programs and Administration Coordinators and is an active participant in RSC Africa’s Leadership Team. This position supervises the Procurement Managers and oversees the Procurement functions.

Essential Duties:

Management

  • Provides oversight for the procurement teams including supervision, training, and performance feedback 
  • Supports the Deputy Director for Administration by ensuring the Procurement unit meets all division deliverables with high quality and in a timely manner
  • Develops policies and standard operating procedures (SOPs) to ensure the accountability, transparency, and efficiency of RSC Africa, and to ensure compliance with the Cooperative Agreement, relevant United States Government (USG) and CWS policies
  • Ensures procurement SOPs are routinely updated, stored, and accessible electronically and disseminated via in-person training sessions
  • Ensures the SOPs are supported by proper mapping of thresholds and authorized approvers in the ERP system
  • Ensures that CWS is leveraging technology in support of procurement functions 
  • Liaises with Country Representatives to ensure that the Country offices are compliant with the Cooperative Agreement and relevant USG and CWS policies
  • Oversees the sourcing, negotiation, contracting, monitoring and compliance of all procurements
  • Develops internal compliance monitoring and reporting for all procurement functions including filing of procurement documents, compliance with fileserver organization and group email protocols 
  • Works closely with Finance Manager and Deputy Director for Administration to perform regular internal audits and compliance checks
  • Plans and executes annual process reviews for Procurement functions 
  • Ensures there is an organized and robust training strategy for the procurement staff, inclusive of targeted capacity building to increase professional skills of procurement positions
  • Reviews contracts and coordinates contract renewals, deliberate and timely delivery of goods and services and maintains copies of all relevant contracts
  • Oversees pre-qualification of vendors
  • Oversees processing of requests for proposals and bids
  • Participates actively in RSC Africa Leadership Team 
  • Works closely with Senior Programs Team members to plan work, resolve issues, conduct root cause analysis, and ensure systems improvements
  • Reports on Procurement unit multi-year planning progress and challenges

Budget

  • Along with the DDA, prepares the annual RSC Africa budget and revisions, and monitors expenses in accordance with authorized budgets
  • Oversees the process of procurement planning with programs teams, ensures compliance with USAID rules and regulations for Cooperative Agreements
  • Works with the ERP consultants to develop procurement reports as needed

Human Resources

  • Provides support as requested to the human resource functions of RSC Africa including staff recruitment, training and performance management, interpretation and implementation of RSC Africa personnel policies, and administration of payroll and employee benefits

Other Functions

  • Other duties that may be assigned to enhance the quality and efficiency of the administration of operational programs to attain program objectives and maintain the high professional standards of RSC Africa and CWS

Qualifications: 

Experience: 

  • Minimum of five (5) years of management experience, with seven (7) years preferred, with an international NGO in a similar position required.
  • Proven experience with financial management on US federal government funded projects and knowledge of US federal government financial regulations required.
  • Knowledge of Kenya laws and customs preferred.
  • Experience with overseas processing or US refugee resettlement preferred

Skills: 

  • Strong computer skills, in particular Microsoft Excel, Word, Outlook and Access required
  • Excellent organizational and time management skills
  • Strong verbal and written English language skills

Abilities: 

  • work and make decisions independently and contribute to overall operations at management levels
  • exercise good judgment and seek guidance as appropriate when confronted with unanticipated problems in the field;  
  • maintain a high performance standard with attention to detail, completing tasks within set timeframes; 
  • exercise good judgement and seek guidance as appropriate when confronted with unanticipated problems;  
  • deal effectively and courteously with a large number of associates, outside agencies, refugees and members of the general public; 
  • Manage large and diverse workload under pressure with competing priorities.
  • Maintain the integrity of official records;  
  • Analyse and solve complex problems and make sound decisions;  
  • Work with minimal supervision
  • Maintain a high performance standard with attention to detail;  
  • Work independently and contribute to overall operations of RSC Africa;  
  • Actively participate in the implementation of the U.S. Refugee Admissions Program (USRAP). 

Education & Certifications: 

  • Bachelor’s Degree in Logistics and Supply Chain Management, Procurement and Logistics Management, Finance, Accounting or related field is required.
  • Master’s Degree preferred.

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