IPAK Procurement Manager Job in Kenya

Procurement Manager IPA(K)

Position: Procurement Manager 

Reference Code: FK-2012-09-01 

Deadline To Apply: Applications will be reviewed on a rolling basis until the position is filled 

Start Date: 1 November 2012 or as soon as possible 

Location: Kisumu, Kenya with possibility of some regional travel 

Eligibility: Kenyan nationals only  Introduction Innovations for Poverty Action (IPA), is a rapidly growing, global organization with operations in over 40 countries. 

 

IPA designs innovative, cutting-edge approaches to solving development problems, rigorously evaluates these programs and works to scale-up programs with proven impact to help the world’s poor. Kenya (IPAK) is IPA’s oldest and largest country office. 

 

IPAK employs over 350 people across 20 projects throughout Kenya. It collaborates with many international NGOs, academic institutions, government agencies, private sector actors and other stakeholders to bring high quality research and services to Kenya and then bring the lessons learnt to scale. In particular Kenya is the location of many of IPA’s high profile projects. 

 

In particular:

• Deworm the World, a global program aiming to de-worm 25 million children over the next 5 years.
• Dispensers for Safe Water (DSW), a global program aiming to bring safe water to over 5 million Kenyans. DSW has recently received funds from USAID to scale-up activities across East Africa.
• WASH Benefits, a large multifaceted randomized controlled trial with over 10,000 participants and 180 staff. The results of the study will influence donors on a global scale as to how Water Sanitation and Hygiene funds and projects are implemented in the future.

IPAK has grown to have offices across the country to support our growing projects’ needs. We are currently hiring for a Procurement Manager to meet our expanding procurement needs and refine our current procurement system. 

 

We are looking for someone interested in working in a dynamic NGO with creative problem-solving as well as strong communication and organizational skills. 

 

Job Description 

 

Under the supervision of the Country Director and Director of Operations, the Procurement Manager will be responsible for supporting improvements in the area of procurement within Kenya and potentially East Africa. 

 

The Procurement Manager will play a leading role in the design and implementation of the IPAK procurement policy and supporting tools, including an Enterprise Resource Planning (ERP) tool to support these procurement procedures across project offices throughout Kenya. 

 

S/he will also provide technical assistance and lead efforts to ensure compliance with the government of Kenya (and potentially other regional countries’) and donor (especially USAID) regulations for procurement, inventory management and shipping/customs. 

 

This position is primarily based in Kenya for program activities within Kenya, but may also require support of related tasks to supplement IPA program activities in the East Africa region under a new USAID contract. 

 

It is anticipated that any related travel will be limited to less than 10% of staff time. 

 

Roles and Responsibilities 

 

Refinement of procurement and inventory policy

• Access and analyze the current functional IPAK processes and practices with an eye for innovation to identify procurement, inventory and storage/warehousing needs and review the impact of procurement systems on project activities
• Liaise with IPAK administrative staff and project managers to train and build capacities in conducting of procurement transactions; ensuring cost-effective, efficient and prompt delivery of project support
• Centralize the program supply chain by refining an effective order management system through the development of an ERP tool for IPAK
• Refine tender, procurement committee and pre-qualified/preferred supplier evaluation processes

Procurement Life Cycle Implementation and Audit

• Manage all procurement for the organization from purchase requests to asset inventory management
• Ensure best-practice procurement record-keeping to ensure all aspects of the procurement lifecycle follows IPA guidelines and is in compliance with donor (USAID) rules and regulations.
• Support IPA staff working in the region, without an IPA office to develop and maintain basic (donor compliant) systems of procurement
• Put in place mechanisms for market analysis and continuous surveys on monthly or quarterly basis to identify new vendors and current costs; manage all preferred supplier agreements
• Monitoring procurement plans and ensuring reception and dispatch of orders is included in quarterly and monthly planning
• Develop tracking auditing protocols to ensure procurement guidelines are followed Oversee inventory management, asset registration and tracking, warehouse security and audit

Global Sourcing and Manufacture

• Make effective global sourcing decisions based upon a strong understanding of supply prices, import tariffs, taxes, exemptions, manufacturing standards and quality control requirements
• Support projects to procure custom-designed, contract-manufactured parts, both locally and abroad
• Identify and build relationships with manufacturers locally and abroad

Shipping and Customs

• Manage import/export processes, coordinating with projects, international suppliers, import agents, customs agents and the KRA to ensure that all consignments meet all regulations and delays/penalties are minimized Clearly communicate projects’ procurement needs (delivery times, quality,…) to international suppliers.

Communication and relationship management

• Lead, advise, and collaborate with staff; co-manage at least one IPAK staff member directly
• Liaise with field offices, project managers and IPAK Logistics Manager to determine procurement needs and appropriate delivery schedules
• Ensure IPAKs interests with regards to level of service, quality control mechanisms and value are maximized whilst maintaining good relationships with vendors across Kenya and globally.

Qualifications
Essential:

• University degree in business administration, procurement, logistic and supply chain management, or related field, in combination with a professional qualification in procurement-and logistics-related area. A procurement and logistics degree in combination with qualifying experience may be accepted in lieu of the university degree
• At least 5 years of progressively responsible experience in Procurement & Logistic Management in public/NGO or private sector, including successful engagements in strategic planning and project management
• Experience of managing procurement within a USAID project (preferably within Kenya)
• Strong computer skills, experience with Excel and Access
• Fluent in English and Kiswahili

Desirable

• Knowledge of automated and web-based procurement systems
• Experience with contracts, bids and design specifications in an engineering setting
• Experience with global sourcing.
• High level of familiarity with Kenyan manufacturing sector, including established relationships with major industrial suppliers
• Significant exposure to import/export management internationally and within East Africa
• Familiarity with and prior travel within East Africa region, especially for procurement activities

Competencies

• Ability to identify and analyze strategic issues, opportunities and risk
• Excellent communication skills and an ability to work effectively with people at all levels in the organization and with international suppliers and partners
• Demonstrated management and organizational skills in a multi-cultural environment
• Demonstrated ability to provide innovative technical leadership by performing and/or overseeing the planning, development, and management of procurement, inventory and other operations
• Ability to motivate staff

How to Apply

Please send a cover letter and detailed CV, 3 references, daytime phone number(s), and email address. Your CV should include your scores or grades and other measures of academic achievement, and details about any relevant work experience.

Applications can be submitted to any of our branch offices, or by email to jobs-kenya@poverty-action.org ,or by post office using P.O Box 373, Busia area code 50400 Kenya. If you submit by email, please ensure that the subject line reads: “PROCUREMENT MANAGER.”REF NO: FK-2012-09-01. 

 

Only short-listed candidates will be contacted by email for an interview. 

 

Applicants are encouraged to apply early, as applications will be reviewed on a rolling basis.

Disclaimer: 

 

The above statements are intended to describe the general nature and level of the work being performed by the Procurement Manager. 

 

The statements are not intended to be an exhaustive list of all possible duties, tasks, and responsibilities. 

 

Management reserves the right to amend and change responsibilities to meet organizational needs as necessary. 

 

Please note that IPA will never request any form of payment from an applicant. Applicants are encouraged to confirm the information listed above with IPA prior to releasing any extensive personal information to the organization. 

 

Please direct questions to jobs-kenya@poverty-action.org.