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.