Procurement Officer

JOB PURPOSE

• The incumbent will be responsible for managing the procurement process to ensure the timely and cost-effective acquisition of goods and services while maintaining compliance with university policies and regulatory requirements.

 KEY DUTIES AND RESPONSIBILITIES

Procurement Planning & Strategy

• Coordinate and implement procurement plans in line with the university’s strategic objectives.
• Maintain an updated supplier database and procurement records.
• Monitor procurement budgets to ensure cost-effectiveness.

Sourcing & Supplier Management

• Identify, evaluate, and negotiate with suppliers to obtain the best value for the university.
• Ensure supplier compliance with legal, regulatory, and ethical procurement standards.

Tendering & Contract Management

• Prepare and issue tender documents, request for quotations (RFQs), and request for proposals (RFPs).
• Evaluate bids, quotations, and proposals to ensure adherence to procurement guidelines.
• Facilitate contract negotiations and ensure proper documentation and contract execution.

Procurement Compliance & Risk Management

• Ensure all procurement activities comply with relevant laws, university policies, and Public Procurement & Asset Disposal Act (PPADA) regulations.
• Mitigate procurement risks by implementing internal controls and ethical purchasing practices.

Inventory & Asset Management

• Ensure proper documentation and tracking of all procured assets.

Reporting & Documentation

• Maintain accurate procurement records and prepare periodic procurement reports.
• Submit reports on procurement activities, contract performance, and cost savings.

 Stakeholder Engagement

• Liaise with various university departments to determine procurement needs.
• Provide guidance on procurement policies and best practices.

Vendor & Contract Management:

• Source, evaluate, and prequalify suppliers to ensure high-quality goods and services.
• Negotiate contracts, manage supplier relationships, and ensure timely contract renewals.

Tendering & Compliance:

• Manage the entire tendering process, including bid invitations, evaluation, and awarding.
• Ensure compliance with regulatory procurement standards and ethical practices.

Procurement Operations:

• Process purchase orders and ensure timely delivery of goods and services.
• Maintain accurate procurement records and update the supplier database.

Budget & Cost Management:

• Monitor procurement expenditures and identify cost-saving opportunities.
• Ensure proper allocation of resources and prevent wastage.

KNOWLEDGE, SKILLS AND EXPERIENCE REQUIRED

• Masters’ degree in Business, Procurement & Supply Chain Management from a recognized University.
• Bachelor’s degree in Business, Procurement & Supply Chain Management from a recognized University.
• Professional certification (e.g., CIPS, KISM)
• Minimum of 3-5 years of experience in procurement, preferably in an academic or public institution.
• Strong knowledge of procurement laws and regulations in Kenya.
• Proficiency in ICT.
• Knowledge of Kenyan procurement laws, PPADA 2015, and other relevant regulations.
• Proficiency in e-procurement systems and ERP software.
• Strong negotiation, analytical, and problem-solving skills.