OFFICER, PROCUREMENT GRADE 2B

ABOUT THE ORGANIZATION

FSD Africa is a specialist development agency dedicated to fostering financial inclusion and empowerment across Africa. Situated in Nairobi, our team of financial experts collaborates with governments, business leaders, regulators, and policymakers to design and implement innovative programs that enhance financial markets for the benefit of all stakeholders. Our investment arm, FSD Africa Investments, provides vital capital to support sustainable economic growth and environmental stewardship. Established in 2012, FSD Africa operates as a non-profit company limited by guarantee in Kenya, generously funded by UK aid from the UK government. For more details, visit FSD Africa.

REPORTING RELATIONSHIPS REPORTS DIRECTLY TO: Assistant Manager, Procurement

OVERALL JOB PURPOSE

The Officer, Procurement, is tasked with executing FSD Africa’s procurement strategy to acquire goods and services efficiently, ensuring added value and compliance with international best practices and FSD Africa regulations.

KEY RESPONSIBILITIES AND ROLE REQUIREMENTS

1. Planning & Program Support

• Collaborate with the procurement team and department heads to gather and incorporate user needs into the procurement plan aligned with FSD Africa’s work plan and budget.
• Assist in the development of an annual procurement plan, minimizing repeat procurements and exploring cost-effectiveness through bulk purchases.
• Continuously enhance customer service for staff and partners.
• Participate in bid evaluations and offer professional guidance.

2. Vendor Identification & Evaluation

• Participate in identifying suitable vendors aligned with FSD Africa’s requirements.
• Develop objective selection criteria and pre-qualification processes in collaboration with project leads.
• Manage vendor pre-qualification transparently to attract suitable suppliers.
• Conduct due diligence screening on selected vendors to mitigate risks.
• Ensure transparent management of vendors, contract closure, and performance feedback.

3. Procurement & Asset Disposal Management

• Review procurement authorization requests for accuracy and relevance.
• Develop relevant RFP/RFQ documents aligned with scope of work/TORs.
• Facilitate the evaluation process and recommend suitable sourcing methodologies.
• Assist in asset disposal processes and educate suppliers on FSD Africa’s procedures.
• Ensure compliance with procurement policies and procedures.

4. Accountability & Compliance

• Maintain contract tracker and develop procurement tracking tools.
• Support audits and closure of corrective actions related to procurement.

5. Contracts & System Development

• Negotiate service contracts with vendors to ensure best value for money.
• Ensure contract terms and conditions are clear and acceptable.
• Monitor contract validity and communicate relevant updates to stakeholders.

PERSON SPECIFICATIONS

Qualifications and Education

• Bachelor’s degree in supply chain management, logistics, or business administration.
• Full or partial qualification in CIPS.

Essential Experience, Knowledge, and Skills

• 2 years of procurement management experience.
• Excellent written and spoken English.

Desirable

• Experience working in a multicultural environment.
• Experience with the donor community.
• Good communication skills.
• Experience with Microsoft Dynamics ERP systems.
• Proficiency in English, Swahili, and/or other African languages.

COMPETENCIES Competencies describe key behaviors driving success in FSD Africa’s roles. The table indicates the level of each competency required for this role.

Closing date: 30.05.2024 5:00 pm

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SAMPLE COVER LETTER FOR AN OFFICER, PROCUREMENT

Dear Hiring Manager,

I am writing to express my interest in the Officer, Procurement position at FSD Africa. With a Bachelor’s degree in supply chain management and 2 years of procurement management experience, I am eager to contribute to FSD Africa’s mission of fostering financial inclusion and sustainable economic growth across Africa.

In my previous role, I successfully collaborated with cross-functional teams to develop and implement procurement strategies aligned with organizational goals. My experience in vendor identification, contract negotiation, and compliance management will enable me to make valuable contributions to FSD Africa’s procurement initiatives.

I am particularly drawn to FSD Africa’s commitment to financial empowerment and environmental stewardship. I am excited about the opportunity to leverage my skills and expertise to support FSD Africa’s impactful programs and initiatives.

Thank you for considering my application. I look forward to the possibility of contributing to FSD Africa’s mission and vision.

Sincerely,

[Your Name]

HOW TO BE A SUCCESSFUL APPLICANT FOR THE OFFICER, PROCUREMENT ROLE

1. Tailor your resume and cover letter to highlight relevant experience and skills.
2. Research FSD Africa’s mission, values, and initiatives to demonstrate alignment with the organization.
3. Highlight your procurement management experience and achievements.
4. Emphasize your ability to work collaboratively in a multicultural environment.
5. Showcase your proficiency in English and any additional languages spoken in Africa.
6. Prepare for behavioral interview questions focusing on procurement processes and vendor management.
7. Familiarize yourself with FSD Africa’s procurement policies and procedures.
8. Demonstrate your commitment to continuous learning and professional development.
9. Showcase your communication skills and ability to build relationships with stakeholders.
10. Express enthusiasm for contributing to FSD Africa’s mission and making a positive impact in Africa.

Possible Officer, Procurement Interview Questions With Answers

1. Can you walk us through your experience in procurement management? Answer: Certainly. In my previous role at [Previous Company], I was responsible for developing and implementing procurement strategies, vendor management, and contract negotiation. I successfully streamlined procurement processes, resulting in cost savings and improved efficiency.
2. How do you ensure compliance with procurement policies and regulations? Answer: I stay updated on relevant procurement policies and regulations, ensuring adherence to internal policies and legal requirements. I also conduct regular audits to identify and address any compliance issues proactively.
3. Can you provide an example of a challenging vendor negotiation and how you resolved it? Answer: In a recent vendor negotiation, the supplier initially proposed higher prices than our budget allowed. I negotiated with the supplier, emphasizing our long-term partnership and volume commitments. Ultimately, we reached a mutually beneficial agreement that met our budgetary constraints.
4. How do you handle conflicts or disagreements with stakeholders during the procurement process? Answer: I prioritize open communication and collaboration with stakeholders to address conflicts or disagreements promptly. I seek to understand their concerns and find mutually acceptable solutions to ensure project success.
5. Describe a time when you had to manage multiple procurement projects simultaneously. Answer: In my previous role, I managed a diverse portfolio of procurement projects across different departments. I prioritized tasks, delegated responsibilities effectively, and maintained clear communication with stakeholders to ensure all projects were delivered on time and within budget.

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Best wishes in your job search, and we look forward to welcoming talented individuals from diverse backgrounds to our team. We are committed to equal employment opportunities and do not charge any application/recruitment fees, whether refundable or not.

THE KENYAN JOB-FINDER