JOB DESCRIPTION FOR ASSISTANT PROCUREMENT OFFICER

Job Title:         Assistant Procurement Officer                      

Location:         Nairobi                        Department:    Procurement

Reporting to:   Procurement Officer  

Job Description

Purpose of the Job:

The Assistant Procurement Officer will ensure that all procurement is undertaken in as accordance with LWF guidelines, procedures and policies. 

Main Responsibilities of the Job

• Assist the Procurement Officer to plan, manage and provide technical advice on procurement activities, in line with the LWF World Service and specific donor rules, procedures and regulations ensuring compliance as well as conformance with best practices.
• In consultation with the Procurement officer and Programme Department, develop annual procurement plans and report on procurement activity.
• Prepare Terms of Reference (TORs), Bid Documents, Requests for Quotation (RFQ) and advertise RFQ in appropriate media and ensure documents are issued to bidders.
• Facilitate the evaluation of bids, expressions of interests in line with LWF procedures and Processes.
• Receive Demand Forms (DF), record, and together with the procurement officer, process DFs as per laid down regulations and policies
• Assist the procurement officer in drafting contracts for services, generating Purchase Orders based on the above considerations and issuing them to the vendor after they have been properly approved as per the Procurement manual and donor policies.
• Following up on contract performance; ensuring delivery, lead times are adhered to.
• Screening all suppliers and service providers on the watchdog site (CSI).
• Processing VAT exemption certificates for suppliers and Expatriate Staff Management on IPMIS (Ministry of Foreign Affairs database).
• Maintain a filing system for all procurement documents

 Qualifications and Experience

• Bachelor’s degree in Purchasing and Supplies Management OR Professional qualification such as CIPS or equivalent
• Membership to a professional recognized body
• Minimum of 3 years of work experience in purchasing and supplies management
• One prior work experience in a similar role in an NGO or private commercial sector.
• Experience of solving complex issues through analysis, definition of a clear way forward and ensuring buy in.
• Great interpersonal and communication skills including negotiation and relationship building.
• High level of integrity/confidentiality and ability to work as part of a professional team.
• High level of computer literacy. Especially excellent MS Excel/Word skills.
• Good oral and written communication skills; Fluency in spoken and written English. 

Key competencies

• Good communication and excellent interpersonal skills.
• A team player who is responsible, diplomatic and confident at dealing with people at all levels.
• Good analytical skills, computing, and a problem-solving attitude.
• Be methodical and adaptable.
• Planning and organization skills.
• Attention to detail is essential.
• Ability to work under minimal supervision.
• Ability to work under pressure and beyond regular working hours when required.

A clear understanding of finance and procurement ethics as well as the willingness and ability to enforce compliance with LWF World Service and donor policies and procedures is essential. The ability to interact effectively with international and national staff members is required. A demonstrated ability to work quickly and accurately, meet deadlines and process information in support of changing program activities is necessary.

A person of high integrity that will model LWF/WS Kenya Somali Program core values:

•           Dignity and justice

•           Compassion and commitment

•           Respect for diversity

•           Inclusion and participation

•           Transparency and accountability

Our recruitment and selection procedures reflect the organization’s commitment to the prevention of abuse and exploitation of beneficiaries.

Disclosure: LWF participates in the Inter-Agency Misconduct Disclosure Scheme developed by the Steering Committee for Humanitarian Response The Misconduct Disclosure Scheme The Misconduct Disclosure Scheme (misconduct-disclosure-scheme.org), which requires LWF to conduct reference checks with prior employers including questions about employee misconduct. By proceeding with this job application, you consent to LWF requesting a Statement of Conduct from your previous employers. This Statement of Conduct is requested from previous employers for all candidates for employment and provided to all employers that request it from LWF.

Qualified candidates who are interested in the above position should submit an updated detailed CV and application letter (in English), giving a day time telephone contact and email addresses of 3 (three) work referees.

Closing date for application: 30^th September 2024

LWF DOES NOT SOLICIT ANY TYPE OF PAYMENT FOR JOB APPLICATIONS OR HIRING PROCESS.