FilmAid International Procurement Manager Job in Nairobi Kenya

Job Title: Procurement Manager
 

Duty Station: Nairobi with Regular Field Travel

Reporting To: Operations Director – Kenya

About FilmAid: FilmAid is a development and humanitarian communications organization that harnesses the power and influence of film and media to combat critical social issues. 

FilmAid creates multimedia content designed to inform, inspire and empower, uses a strategic and integrated approach to distribution including broadcast, mobile cinema, workshops, community-based screenings and digital media and works with communities to catalyze dialogue and drive social change.

FilmAid designs and implements communications initiatives on critical health, rights and environmental issues. 

FilmAid’s Theory-Of-Change is based on the integration of creativity, participation, access and collaboration, which drive individual and community change, contributing to positive social impact.

FilmAid launched in 1999 delivering critical information to refugees displaced by the conflict in Kosovo. Since then, programs have been implemented in Kenya, Tanzania, Afghanistan, Haiti, Thailand and the US. 

FilmAid currently has offices in London, New York and Hong Kong, and field operations in Kenya and Thailand. For more information please see www.filmaid.org.

Job Purpose: To promote the department efficiency and effectiveness through implementation of 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

Key Duties

• In charge of developing and submissions of reports to review procurement policies, procedures and tools to keep up with Market trends and organizational changes.
• Designing and implementing an effective procurement records management, retention and disposal program.
• Maintenance of complete and self-contained files.
• Ensure storage and oversee the effective issuance of procured goods
• Lead the development of procurement plans for all locations together with location managers and effectively oversee the execution of the same up to the delivery of the goods/ services to the required department as follows:
• Liaising with all locations and specific departments in organizing for specification of goods and services for procurement. Coordinating purchases requirements from user departments.
• 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.
• Oversee the developing, implementing, reviewing and monitoring of assets management procedures and policies and ensure that they are in conformance with the Public Procurement & Disposal Act and Regulations, NGO/ Public Benefit Organization Act in specific regards to policies on asset management and internal control.
• Maintain a fixed asset register for Nairobi office.
• Effect control of FilmAid assets movement. This includes maintaining proper filing of assets documents.
• In charge of Nairobi’s storage and stores management: process of issuing, security of stores and carrying out regular stock takes and quarterly inventory counts. The conduciveness of the stores must be properly assessed and recommendations forwarded to the Administration Manager for action.
• Monitoring of equipment and spare parts needs and order preparation of the same in consultation with your supervisor.
• In charge of broken down FilmAid assets. Maintaining proper records of damage reports, job cards for generator maintenance and office equipment.
• Ensure proper care and use of generators, audio equipment and other FilmAid assets within FilmAid and those equipment on aid to partner organizations
• Conduct physical verification of assets in the field offices with coordination of the Field Operations Officers.
• Work in participation with relevant departments to prepare annual asset disposal plans and coordinate for disposal of unserviceable, obsolete and surplus assets.

Required Qualifications and Experience

• Graduate diploma from the Chartered Institute of Purchasing and Supply or equivalent.
• 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.
• Experienced in market oriented, cost consciousness and quality mindedness.
• Excellent interpersonal skills, unquestionable integrity, team player and able to work with minimum supervision
• Experience working within an international, multi-lingual environment
• Commensurate education and years of experience
• Effective leadership, management and supervision skills
• Highly developed communication skills and excellent command of English language, both written and spoken.
• Ability to create and interpret policies
• Analytical skills
• Commitment to humanitarian principles and action

How to Apply

Please e-mail applications with only cover letter, CV and 3 references by 12th September 2014 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