FilmAid International Procurement Consultant Job in Kenya

FilmAid International

Procurement Consultant 

Based in Nairobi (with frequent travel Kakuma and Dadaab)

Since 1999, FilmAid has used the unique power of film to reach large numbers of people with critical information in a compelling visual format, overcoming language and literacy barriers.

FilmAid uses films that are both educational and entertaining to draw audiences’ attention to subjects of vital concern to their health and well-being.

Working with other relief agencies and community leaders, FilmAid identifies emerging critical issues and develops appropriate film messages to help educate and inform.

People of concern participate actively in the creation of these films, and the resulting pieces are widely distributed and screened throughout beneficiary communities.

In this way, FilmAid is able to respond to an immediate, unmet need for locally relevant messaging. 

Through real collaboration, FilmAid’s community-based films support the work of other aid agencies and effectively address the issues and concerns of beneficiary communities. 

FilmAid also seeks to experiment with other media that can be used to achieve its stated goals Through real collaboration, FilmAid’s community-based information dissemination supports the work of other aid agencies and effectively addresses the issues and concerns of beneficiary communities. 

FilmAid also engage in community capacity strengthening activities through one off and paced workshops and trainings on governance, leadership, Journalism, Social media use theater messaging and use of SMS. 

The Consultant shall efficiently and effectively implement the procurement of budgeted goods, works and services and asset management for FilmAid Kenya. 

Review existing systems; develop systems as necessary to ensure best procurement practices / policies and asset care and management to achieve the organisation’s objectives. 

Responsibilities:

• Designing and implementing an effective procurement records management, retention and disposal tools. 
• Maintenance of complete and self-contained files with all key documents for each procurement process filled in a systematic manner to ensure adequate audit trail. 
• Design systems for storage and oversee the effective storage and issuance of procured goods. 
• Liaising with all locations and specific departments in organizing for specification of goods and services for procurement. 
• Coordinating purchases requirements from user departments. 
• Receiving quotation requests from administrators for the different location 
• Supervise collection of quotes from pre-qualified suppliers by the procurement assistant
• Compile quotation data and convene a procurement committee meeting 
• Participate in the evaluation of quotes and selection of vendors 
• Take notes and circulate and obtain signatures from all members of the procurement committee
• Receive approved Purchase Requests and prepare and dispatch Local / International purchase Orders as needed for equipment, consumables and stationery and follow up to ensure timely delivery. 
• Keeping track of procurement of goods and services and tenders in progress and generating status reports. 
• Receiving goods/ supplies and cross checking with LPOs & ensuring all supplies received are as per PO and the proper working of equipment and signing delivery notes. 
• Asset coding and tagging immediately after receipt.
• Vet all assets received from the suppliers and approve issuance of assets to user departments.
• Source for best mode of transport and ensure timely delivery to the field offices, as per their orders with administrators. 
• Conduct periodic stock/assets taking and investigate discrepancies between inventory records and physical inventory holdings for reconciliation. 
• Overseeing the effective storage and issuance of procured goods. 
• Generate a weekly report on all outstanding items and unit requisitions to the administration manager. 
• Prepare final reports for procured item as per location, cost, and durability. 
• Maintain absolute confidentiality of all information that he/she may have access to in the execution of his/her duties.
• Ensure good external communication including with key service providers. 
• Maintain the integrity of the process and report any breach/ suspect breach of the system to the Administration Manager. 
• Ensure that Material and Equipment that need to be procured paper work and the required quotation has been presented in time and due process has been followed.

Requirements: 

• Must be of Kenyan nationality OR Must be eligible to work in Kenya 
• Graduate diploma from the Chartered Institute of Purchasing and Supply or equivalent. 
• At least three (3) years working experience 
• Additional knowledge of the Public Procurement & Disposal Act, 2005 and the Regulation, 2006 and knowledge of NGO/Public Benefit Act (asset management) will be an added advantage. 
• Ready to work with minimal supervision with ability to work both independently and as part of a team. 
• Team player, excellent interpersonal, organizational, multitasking and communication skills. 
• Proven track record in related consultancy work. 
• Commitment to humanitarian principles and action

How to apply:

Please email applications with only cover letter, CV and 3 references by 31st August 2012 to: jobskenya@filmaid.org.

Note that applicants who send letters of references, testimonials or any other documents apart from those requested will be automatically disqualified.

Only short-listed candidates will be notified.