Procurement Officer (Non-Trade) | Twiga Foods – Kiambu, Kenya

Procurement Officer (Non-Trade) – Kiambu, Kenya

Job Title: Procurement Officer (Non-Trade)
Location: Kiambu, Kenya
Employment Type: Full-Time
Experience Level: Experienced

About Twiga Foods

Twiga Foods is a leading B2B e-commerce company in Kenya, transforming how agricultural producers, food manufacturers, and retailers interact. We are committed to building fair and reliable markets based on transparency and efficiency. Our mission is to create a closed ecosystem for African retail, anchored on affordable access to food and grocery across urban cities. We leverage technology, the ubiquity of mobile phones, and modern distribution and logistics to modernize African retail.

Role Overview

The Procurement Officer at Twiga Foods is responsible for managing the supplier relationships and procurement processes for non-trade goods, services, and consumables. This role is pivotal in ensuring that procurement activities align with our cost efficiency, compliance, and quality standards. The ideal candidate will execute procurement strategies that support our business objectives while adhering to the company’s procure-to-pay policy.

Key Responsibilities

Procurement Planning

• Partner with Departments: Collaborate with various departments to assess their non-trade procurement needs, ensuring these are incorporated into phased procurement plans aligned with approved budgets and cash flow forecasts.
• Budget Integration: Ensure that the non-trade procurement plan is approved by functional department managers and integrated into the annual budget, with reviews conducted monthly or quarterly in line with the budget cycle.

Supplier Management

• Supplier Framework Development: Develop and maintain a supplier framework that supports a just-in-time procurement culture, minimizing inventory held on Twiga premises.
• Supplier Evaluation: Identify and evaluate potential suppliers capable of meeting procurement requirements, including on-site visits and reference checks.
• Procurement Committee Coordination: Organize and facilitate meetings, distribute agendas, and compile minutes within 12 hours post-meeting.
• Supplier Portfolio Diversification: Maintain a diversified supplier portfolio to maximize financial and operational performance and minimize risk.
• KYC Process Management: Oversee the Know Your Customer (KYC) process for onboarding non-trade suppliers and maintain stringent controls over supplier master data.
• Supplier Relations: Manage relationships with non-trade suppliers, ensuring effective communication and resolving any issues promptly.
• Supplier Audits: Conduct routine visits and audits to key suppliers, ensuring compliance with Twiga’s standards.

Executing the Procurement Process

• Contract Management: Manage supply agreements, leasing contracts, and purchase orders, ensuring timely closures, cancellations, or renewals to keep costs accurate and current.
• RFQ/RFP Review: Thoroughly review all Requests for Quotations/Proposals (RFQs/RFPs), ensuring they contain all relevant information before proceeding.
• Quotation Aggregation and Analysis: Send RFQs/RFPs to pre-qualified suppliers and aggregate received quotations for detailed analysis.
• Negotiation: Engage in negotiations regarding specifications, costs, terms, delivery periods, and after-sales service to secure the best value.
• Order Management: Accurately raise and match Local and Overseas Purchase Orders (LPOs/OPOs), ensuring compliance with the 3-way matching procedure.
• Returns Management: Oversee the returns process for non-conforming deliveries, managing discrepancies in price, volume, or delivery timelines.
• Cost Variance Analysis: Evaluate all component and capital cost changes, ensuring alignment with users and approvers before updating transactions.
• LPO Management: Manage over-age LPOs, cancel incorrect LPOs, and initiate corrective actions where necessary.

Disposal Management

• Asset Disposal: Aggregate obsolete fixed assets and consumables, prepare disposal requisitions, and execute disposals in line with Twiga’s disposal policy.

Reporting

• LPO Reporting: Provide detailed reports on outstanding LPOs and reconcile the Goods Received Pending Invoicing ledger.
• Insightful Reporting: Present comprehensive reports highlighting trends, insights, and recommendations for procurement improvements.

Self-Management

• Cultural Alignment: Model Twiga’s culture and values in all aspects of the role.
• Performance Management: Proactively manage performance, engage in monthly and quarterly reviews, and take corrective actions as needed.
• Learning and Development: Take responsibility for personal development, staying updated with industry trends and Twiga’s evolving needs.
• Compliance: Adhere to all organizational policies and statutory guidelines, closing any compliance gaps identified through audits or reviews.

Compliance

• Policy Adherence: Ensure compliance with all company policies, procedures, and statutory requirements, actively mitigating risks to the organization.
• Corrective Actions: Promptly address any gaps identified through audits, risk assessments, or other compliance reviews, implementing corrective measures within agreed timelines.

Other Responsibilities

• Stock Taking: Participate in physical stock-taking exercises and fixed asset verification and tagging as required.
• Crate/Pallet Verification: Engage in quarterly verification exercises for crates and pallets, recommending write-offs for losses.

Academic and Professional Qualifications

• Bachelor’s Degree: A degree from a recognized university, preferably in procurement, economics, commerce, accounting, or a related field.
• Professional Certification: A certificate or diploma in procurement or materials management is an added advantage. Registration with the Kenya Institute of Supplies Management is preferred.

Relevant Skills and Experience

• Experience: Minimum of three years as a Procurement Officer in a busy operational environment, with a strong understanding of supply chain management and stock control systems.
• Knowledge: Proficiency in tax rules, quality standards, procurement policies, and regulations. Familiarity with import documentation is essential.
• Analytical Skills: Ability to analyze procurement trends and develop well-informed buying strategies.
• Interpersonal Skills: Strong consultative and influencing skills, with the ability to build robust working relationships across all levels.
• Communication Skills: Excellent communication and presentation skills, with the ability to convey technical and non-technical information clearly.
• Technical Proficiency: Proficiency in Microsoft Word, Excel, and PowerPoint.
• Adaptability: Ability to thrive in a fast-paced, high-demand environment, demonstrating flexibility and resilience.
• Integrity: A decisive and forthright individual with a sense of urgency and unquestionable integrity.
• Willingness to Travel: The role may require travel within Kenya.

Company Culture and Benefits

At Twiga Foods, we are committed to equality and inclusion. We strive to create an environment where every employee can learn, grow, and make a significant impact. We offer competitive salaries, health benefits, professional development opportunities, and a supportive work environment. Our values are centered on integrity, innovation, and excellence, and we seek to embody these values in everything we do.

TELEGRAM CHANNEL

Twiga Foods is an equal opportunity employer, and we are committed to maintaining a diverse and inclusive workplace. We do not charge any fees for job applications or recruitment, and we have not authorized any agents to do so on our behalf. If you encounter any such requests, please report them immediately to our hotline at +254 (0) 709 258 000.

Apply Now: If you are a proactive, results-oriented professional with a passion for procurement and a desire to contribute to the growth of Twiga Foods, we encourage you to apply today!