FilmAid International Procurement Manager Job in Nairobi, Kenya

Job Title: Procurement Manager
 

Duty Station: Nairobi Office with Regular Field Travel
 

About FilmAid: FilmAid is a development and humanitarian communications organization that harnesses the power and influence of film and media to address critical social issues by creating multimedia content designed to inform, inspire and empower. 

FilmAid uses strategic and integrated approaches to distribution including broadcast media, mobile cinema, workshops, community- based screenings and digital media and works with communities to catalyze and drive social change.
 

 

FilmAid designs and implements communications initiatives on critical health, protection and environmental issues. FilmAid’s Theory-Of-Change is based on the integration of access, creativity and participation, which drive individual and community change, contributing to positive social impact. 

Underpinning this approach is collaboration; working together is fundamental to achieving change. FilmAid partners with communities, creators, NGOs, Governments, and the private sector to ensure a collaborative approach to this end.
 

FilmAid’s work falls into the four integrated components: Media Content, Communication with Communities (CwC), Communication for Development (C4D) and Skills Development that combine to support program delivery. 

FilmAid produces multiple forms of creative media, which is subsequently distributed through a variety of outreach channels, ensuring that target communities are reached. 

This CwC/C4D includes targeted screening events and workshops, radio, SMS, as well as digital media platforms. 

In addition, FilmAid builds skills within the community to deliver the media and outreach components. 

This participatory approach drives individual change, as well as ensuring community engagement and ownership of all interventions.
 

Job Purpose: To promote the department efficiency and effectiveness through implementation of procurement of budgeted goods, works and services 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
 

Roles and responsibilities include but are not limited to:

• 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.


• Source for best mode of transport and ensure timely delivery to the field offices, as per their orders with administrators.


• Overseeing the effective storage and issuance of procured goods.


• Generate a weekly report on all outstanding items and unit requisitions.


• 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

Qualifications and Requirements

• Bachelor Degree in Business Administration, Procurement or related fields from a recognized institution of higher learning or Diploma from the Chartered Institute of Purchasing and Supply or equivalent.


• Minimum three(3) year work experience especially in an NGO


• Membership of a professional supplies management body


• 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.


• Ability to establish supplier specifications, measure conformance and identify process improvement opportunities that are defined in conjunction with internal customers is critical to this position


• Driven to meeting or exceeding milestones


• Ability to provide fact based advice and development of market and industry analysis


• Has advanced and proven knowledge of procurement industry cost structures and drivers


• Access, Excel, PowerPoint, Word as well as experience implementing and using procurement systems

Competencies

• 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


• Excellent interpersonal skills, unquestionable integrity, team player and able to work with minimum supervision


• Commitment to humanitarian principles and action


• Excellent problem solving and negotiation skills

How to Apply
 

Interested and qualified persons with the required experience are invited to submit their applications with only Cover Letter, CV and 3 references to Email address: jobskenya@filmaid.org on or before 15th January, 2016 and clearly indicate on the subject line as ‘Procurement Manager’ stating clearly your expected remuneration.

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 contacted.