Assistant Procurement Officer

Assistant Procurement Officer – RANGE Program, FCDC

1. Job Type: Full Time
2. Duration:The position is for the duration of the programme
3. Qualification: Degree
4. Experience: 3 years
5. Location: Nairobi, with frequent travel to the program locations.
6. Reporting to the Program Manager

About Frontier Counties Development Council (FCDC)

The Frontier Counties Development Council (FCDC) is a regional economic bloc composed of the County Governments of Lamu, Tana River, Garissa, Wajir, Mandera, Marsabit, Isiolo, Turkana, Samburu, and West Pokot in the aftermath of devolution. The Council promotes cooperation, coordination, and information sharing between Counties to strengthen devolution, enhance socioeconomic development, and promote peaceful coexistence among its members.

About RANGE Program

A consortium led by Mercy Corps, including the FCDC and the Faculty of Geo-Information Science and Earth Observation (ITC) of the University of Twente, is implementing the Resilient Approaches In Natural Rangeland Ecosystems (RANGE) Program. The program will run from January 1, 2024, to December 31, 2028 (5 years). The program will be implemented in the counties of Samburu, Marsabit, and Isiolo.

The outcomes of the Project are:

Outcome 1: Improved rangeland management repairs ecosystem health and increases food, nutrition and water security.

Outcome 2: Sustainable livestock and alternative livelihood production and competitiveness of markets strengthened within an improved policy environment.

Outcome 3: Improved linkages among and between communities and government structures to support collaboration on economic, environmental, and social issues promote stability and sustained development.

Outcome 4: Strengthened Research and evidence-based programming contribute to impactful project implementation, effective coordination, early warning and early action, innovation and learning for resilient ASALcommunities.

FCDC Role of the Consortium

FCDC is responsible for implementing Outcome 3: “Improved linkages among and between communities and government structures to support collaboration on economic, environmental, and social issues promoting stability and sustained development.”. The outputs are as follows:

Output 3.1: Improved government accountability and service provision through inclusive participatory planning.

Output 3.2: Facilitated conflict resolution and peacebuilding frameworks that promote communal and/or regional collaboration on conflict prevention and response.

Output 3.3: Supported and/or developed platforms for government-to-government engagement enabling collaboration on critical economic, environmental, and social issues.

Output 3.4: Influenced policies, legislation, and budget allocations at the national and county levels through evidence generated by the project and community priorities

Output 3.5: Supported private sector engagement and Public-Private Partnerships encouraging private sector investments in ASAL counties.

Scope of Work

The Assistant Procurement Officer will support the FCDC finance and admin manager

in the following tasks and activities:

Procurement Planning

1. Assist in developing and maintaining the program’s procurement plan.
2. Help identify the procurement needs in collaboration with program staff and stakeholders.
3. Ensure that procurement activities are aligned with the program’s goals and timelines.Procurement Process1.Assist in preparing and issuing requests for quotations (RFQs), requests for proposals (RFPs), and invitations to bid.2.Support the evaluation of bids and proposals, ensuring compliance with procurement policies.3.Help prepare purchase orders and contracts for the acquisition of goods and services.Supplier Management1.Assist in identifying and evaluating potential suppliers and vendors.2.Maintain a database of approved suppliers and vendors.3.Support the management of supplier relationships to ensure the quality and reliability of goods and services.Documentation and Compliance1.Ensure that all procurement documentation is complete, accurate, and properly filed.2.Support the maintenance of procurement records for auditing and reporting purposes.3.Assist in ensuring compliance with organizational and donor procurement policies and procedures.Logistics and Coordination1.Coordinate the delivery and distribution of goods and services to program sites.2.Assist in managing inventory and tracking the movement of goods.3.Support the resolution of any issues related to procurement and logistics.

Key Deliverables

1. Updated procurement plans and schedules.
2. Accurate and complete procurement documentation and records.
3. Timely and efficient procurement of goods and services.
4. Effective supplier and vendor management.
5. Compliance with procurement policies and procedures.

Qualifications and Experience

Education

1. Degree: A bachelor’s degree in supply chain management, logistics, procurement, or a related field

Skills

1. Organizational Skills: Ability to manage multiple tasks, prioritize effectively, and ensure timely procurement processes.
2. Communication Skills: Strong verbal and written communication skills
3. Analytical Skills: Ability to analyze market trends, pricing, and supplier performance to make informed procurement decisions.
4. Technical Skills: Proficiency in procurement software and tools and general office software (e.g., Microsoft Office).
5. Attention to Detail: Ensuring accuracy in purchase orders, contracts, and documentation.
6. Negotiation Skills: Ability to negotiate favorable terms and prices with suppliers.

Experience

Work Experience:

1. At least 3 years of previous experience in procurement, purchasing, or a related role is required.
2. Industry-Specific Experience: Experience in the food security sector can be advantageous.

Certifications (added advantage)

1. Procurement Certifications: Certifications such as Certified Professional in Supply Management (CPSM), Certified Purchasing Professional (CPP),
2. Supply Chain Certifications: Certified Supply Chain Professional (CSCP) or Certified in Production and Inventory Management (CPIM) can also be beneficial.

Technical Knowledge

1. Procurement Processes: Understanding procurement processes, sourcing strategies, and supplier management.
2. Contract Management: Knowledge of contract terms, conditions, and negotiation strategies.
3. Compliance and Ethics: Awareness of procurement regulations, ethical standards, and compliance requirements.

Personal Attributes

1. Problem-Solving: Ability to identify issues and develop solutions to procurement challenges.
2. Interpersonal Skills: Ability to work collaboratively with suppliers, internal teams, and stakeholders.
3. Adaptability: Flexibility to handle changing priorities and work in a fast-paced environment.
4. Teamwork: Ability to support senior procurement officers and work effectively within a team.

Duration and Timeline

The Assistant Procurement Officer position is a full-time role from July 1, 2024, to December 31, 2028.

Reporting

The Assistant Procurement Officer will report to the Programme Manager and the FCDC finance and admin manager

How to apply

Application Process

Apply by sending your cover letter and CV addressed to the Finance and Administration Manager, FCDC, on email address info@fcdc.or.ke. Your cover letter must indicate your current Gross Salary and expected salary range. The closing date is 14th June 2024. Clearly indicate the position title Assistant Procurement Officer in the subject line of your email message.

Selection Process:

Applications will be reviewed and only shortlisted candidates will be contacted. Canvassing will lead to automatic disqualification. Shortlisted candidates will be invited for interviews, and the final selection will be based on merit.