Procurement Coordinator at World Wide Fund for Nature (WWF) Kenya

ROLES AND RESPONSIBILITIES:

Procurement & Contracts Management

• Manage the entire process in the planning of procurement activities, ensuring effectively functioning processes to avoid costly delays based on projects’ procurement plans;
• Keep effective lines of communication between the Project/Programme Managers and the procurement team to ensure priority requirements and timely delivery of goods, works and services using the WWF-Kenya procurement procedures and guidelines;
• Lead full compliance of procurement activities with the WWF-Kenya’s Procurement Manual and Donor Regulations;
• Implement effective internal control, proper design and functioning of a client-oriented procurement management system for projects and related reporting requirements;
• Ensure effective use of internal Standard Operating Procedures in Procurement, control of workflows, continuous business monitoring and improvement of systems and processes;
• Manage and monitor all transactional procurement, including tendering processes, evaluation, contracting, contract management, legal considerations, payment conditions, contractors’ performance evaluation and risk assessment; this will include preparation of appropriate procurement documentation leading to the approval of Purchase Orders and contracts;
• Review quarterly procurement status report for all purchases and share the report with the Head of Operations and Project Managers;
• Review procurement guidelines and manuals to streamline, standardise and improve the integrity of procurement processes, including e-procurement;
• Provide specialist advice, guidance and service on best procurement practices to staff; and build the capacity of WWF-Kenya in procurement—risk-based identification, assessment and management.
• Support project managers in developing realistic procurement budgets and advise on market changes in prices of regular products;
• Undertake regular spend, supply markets, efficiency and savings analysis;
• Produce regular reports on procurement performance and perform in-depth analysis, including spend analysis, procurement lead times or turnaround times, savings secured and wastage analysis.
• Provides technical support on matters relating to procurement in accordance with the statutory requirements and procedures;
• Undertake market research and surveys on a regular basis;
• Review tender documents and ensure effective tendering process management, including planning, strategic sourcing and category management, risk management, and project management.

Supplier Management

• Manage key supplier relationships and third-party service providers to deliver breakthrough performance in cost, service and quality, including technical input to negotiations on strategically significant contracts;
• Develop, maintain and manage a supplier base that serves the procurement needs of WWF-Kenya, develop and implement strategies to evaluate and improve supplier performance in terms of on-time delivery, quality specifications, waste and cost reductions;
• Lead on procurement-related negotiations with suppliers to ensure savings are achieved and value for money and efficiencies are secured for WWF-Kenya.
• Evaluate potential suppliers using developed and agreed criteria to support alignment and understanding of the expectations and requirements of engagement;
• Monitor and report on the performance of selected vendors to ensure timely delivery in line with contractual obligations and performance metrics and ensure deactivation/blacklisting of non-performing vendors or vendors that deliver substandard goods;
• Manage outward communication to vendors to facilitate understanding and awareness of organisational strategic direction, changes and challenges;
• Manage the interaction between vendors and internal teams to provide adequate visibility of interdependent initiatives and programme activities;
• Provide quarterly reports on the full use of the Supplier Register to ensure competition and fairness in project procurements
• Liaise with procurement vendors to review, report on and revise contractual agreements as necessary;
• Monitor initiation of vendor enlistment process; review checklist, vendor performance evaluation, and vendor documentation for vendor selection processes and maintain updated Approved Supplier Register
• Ensure enterprise-wide needs for due diligence, risk assessment and continuous vendor monitoring are being accomplished;
• Tracking, measurement, reporting and evaluation of vendor performance and ensure quarterly vendor inclusion, deactivation, and/or delisting process;
• Ensure monitoring of high-value procurements, including works; with quarterly reports to the Head of Operations on status and early flagging of risks;
• Conduct quality check visits for all construction works in all WWF offices
• Ensure Bridger and other compliance checks are done for all Vendors and Consultants;
• Troubleshoot all vendor problems and present to management as required.

Leadership and People Management

• Provide leadership to the procurement staff across the organisation.
• Liaise with People & Culture department in carrying out staff training needs assessments and recommends training programmes to address performance gaps.
• Maintains staff discipline and ensures effective handling of staff grievances in consultation with People & Culture unit;
• Perform any other duties as may be assigned.

REQUIRED EDUCATION AND EXPERIENCE:

• Bachelor’s Degree in Business Administration, Finance, Commerce, Procurement or Supply Chain Management
• Professional accreditation in Procurement and/or Supply Chain Management through CIPS or KISM
• Registered member of a professional body governing the procurement profession (CIPS or KISM)
• 8 years’ experience with at least 3 years at management level in a busy procurement function with focus on projects procurement and contract management.
• Demonstrable experience delivering procurement benefits, including value for money.
• Demonstrated experience in financial budgeting and strategy; business evaluation and advice, risk management and corporate governance; and management of statutory requirements.