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.