Assistant Procurement Officer

Education/Professional Designations/Experience:

• Bachelor’s degree in Supply Chain Management or related field.
  
• Relevant professional qualification in Procurement and/or Supply Chain Management (CIPS qualification or equivalent) is an added advantage.
  
• Minimum of five years (5) of professional experience in relevant field with at least three years of experience from an international organization in a similar role
  
• Computer skills and practical experience in MS word, Excel and other program
  

• Responsible for managing all logistical aspects of the project, namely procurement, transport and stores based on LWF/DWS policies and guidelines.
  
• Responsible for ensuring project proposals and budgets reflect logistical considerations
  
• Responsible for developing and implementing procurement plans
  
• Coordinate effective transport of project supplies and personnel; ensure all legal, insurance and maintenance issues are properly addressed.
  
• Planning and scheduling of transport, supervising transport staff and maintaining proper records of vehicle maintenance and servicing
  
• Monitoring the use of vehicles and ensuring adequate controls over the use and movement of LWF/DWS vehicles.
  
• Ensure integrity in the procurement process including quotation, negotiation, award and management of supply and service contracts.
  
• Enhance the control systems in procurement, transport, stores, by conducting regular and timely checks and inspections.
  
• Responsible for conducting timely performance evaluations for drivers and implementing staff development plans.
  
• Provide orientation to new staff and visitors on procurement issues for LWF Dadaab field office.
  
• Prepare weekly, monthly, quarterly and annual reports for transport, procurement and warehousing activities and status or as may be requested from time to time by the area manager.
  
• Sourcing quotations from our pre- qualified suppliers and analyzing them.
  
• Ensuring right descriptions of items and sample are provided where necessary
  
• Processing documents for several signatures as required by the policy.
  
• Providing Clerical services such as processing purchase order.
  
• Providing systematic and organized filling system for all reports both in soft copy and hard copy.
  
• Preparation of payments on time such as forwarding all serviced invoices to Finance for payments.
  
• Making all follow ups with suppliers to supply goods within the time given.
  
• Sending out tenders and preparation of selected tenders Contracts when necessary.
  
• Ensuring the right goods are bought at the right quality and the right quantity.
  
• Making follow ups to supplier’s payments to ensure that they are paid on time and no delays in supplies
  
• Notifying the program any changes in prices in the market.
  
• Issuing of all ready Contracts and PO, s to the contractors and suppliers.
  

Supervisory Responsibilities:

• Ensure integrity in the procurement process including quotation, negotiation, award and management of supply and service contracts
  
• Provide orientation to new staff and visitors on Procurement issues for LWF Dadaab field office
  
• Provide guidance to program staff on procurement procedures
  
• Review documents shared by project staff for payment processing
  
• Support and confirm delivery of items received at the stores when required