Background information about the job or company (e.g., role context, company overview)

This cadre is responsible for assisting the University achieve its strategic goals through implementation of efficient and effective systems of acquisition of goods, works and services, as well as disposal of assets.

Responsibilities or duties

Reports to: The Vice Chancellor.

This Officer is expected to: -

• Facilitate subordinate staff performance appraisal through validation of the integrity of information provided by the relevant staff on the appraisal form to ensure that they are operating at optimal performance levels;
• Supervise lower cadre departmental staff in matters relating to sourcing and summarizing of quotations relating to the University to ensure conformance;
• Facilitate purchase of goods and services for all user departments through quotation evaluation to ensure timely and complete delivery of goods and services in line with user specifications;
• Register prospective suppliers through collection and subsequent evaluation of required registration documents to maintain an updated supplier register;
• Process purchase requisitions and local purchase orders relating to the University in line with University procurement guidelines to ensure timely preparation;
• Verify purchase requisitions and local purchase orders through accuracy checks, conformance with procurement regulations and University procedures to ensure compliance;
• Provide input into preparation of the departmental annual procurement plan through needs assessment and subsequent resource matching to ensure availability of resources in a timely and complete manner to facilitate achievement of the departmental mandate;
• Provide input into the preparation of the departmental budget through needs assessment and subsequent resource matching to ensure availability of financial resources in a timely and complete manner to facilitate achievement of the departmental mandate;
• Allocate work to subordinate staff in line with job descriptions and annual work plans to ensure all departmental tasks are carried out in a timely and complete manner;
• Provide input into the preparation of the departmental work plan through needs assessment and subsequent human capital matching to ensure all departmental tasks are carried out in a timely and complete manner;
• Initiation purchase requisitions for the replacement of stock of all regular store items whenever the stock level of any item of store approaches the minimum limit in respect thereof to ensure availability of required resources;
• Check and receipt purchased materials forwarded by the receiving department and arrange for the storage in appropriate places to ensure correct quantities are received in line with LPOs and safety of these received materials;
• Issuance of materials in line with required quantitates against authorized requisition notes/material lists to ensure only approved items leave the store;
• Stock takes and checks in line with ledger balances and actual physical stock at regular intervals to serve as internal control over unauthorized issuances and pilferages;
• Consolidate departmental data on obsolete inventory items through inspections to ensure disposal of such items as need arises;
• Stores management
• Provide input into preparation of the departmental annual procurement plan through needs assessment and subsequent resource matching to ensure availability of resources in a timely and complete manner to facilitate achievement of the departmental mandate;
• Provide input into the preparation of the departmental budget through needs assessment and subsequent resource matching to ensure availability of financial resources in a timely and complete manner to facilitate achievement of the departmental mandate;
• Provide input in into the preparation of the departmental work plan through needs assessment and subsequent human capital matching to ensure all departmental tasks are carried out in a timely and complete manner; and
• Any other duties as may be assigned, prescribed and/or delegated by the immediate supervisor.

Qualifications or requirements (e.g., education, skills)

For appointment to this post, a candidate MUST have the following academic and professional requirements: -

• Master’s degree in Procurement and Supplies Management or its equivalent from recognized institution;
• Bachelor’s Degree in Procurement and Supplies Management, or equivalent qualification from a recognized institution;
• Membership of a professional body either KISM or CIPS in good standing with valid practicing license and Certified Procurement and Supply Professional of Kenya CPSP(K) or Member of the Chartered Institute of Procurement & Supply [MCIPS];
• Must have attended a management course lasting not less than Four [4] weeks from a recognized institution;
• Proficiency in computer application;
• Valid practicing license from KISM; and

Experience needed

Three [3] years of experience as a Senior Supply Chain Management Officer II or its equivalent.

Any other provided details (e.g., benefits, work environment, team info, or additional notes)

Successfully shortlisted applicants will be required to obtain clearance from the: -

• Kenya Revenue Authority (KRA);
• Higher Education Loans Board (HELB);
• Ethics and Anti-Corruption Commission (EACC);
• Directorate of Criminal Investigation (DCI);
• Registered Credit Reference Bureau (CRB);
• Commission for University Education (CUE) on Certificates conferred or awarded by Foreign Universities and Institutions (As applicable);
• Ensure compliance with the requirements of Chapter six [6] of the Constitution of Kenya 2010; and
• Duly fill in (complete)the Laikipia University Consent Form for purposes of initiating the Background Checks being part of the recruitment process in line with the applicable employment laws and policies.

• Facilitate subordinate staff performance appraisal through validation of the integrity of information provided by the relevant staff on the appraisal form to ensure that they are operating at optimal performance levels;
• Supervise lower cadre departmental staff in matters relating to sourcing and summarizing of quotations relating to the University to ensure conformance;
• Facilitate purchase of goods and services for all user departments through quotation evaluation to ensure timely and complete delivery of goods and services in line with user specifications;
• Register prospective suppliers through collection and subsequent evaluation of required registration documents to maintain an updated supplier register;
• Process purchase requisitions and local purchase orders relating to the University in line with University procurement guidelines to ensure timely preparation;
• Verify purchase requisitions and local purchase orders through accuracy checks, conformance with procurement regulations and University procedures to ensure compliance;
• Provide input into preparation of the departmental annual procurement plan through needs assessment and subsequent resource matching to ensure availability of resources in a timely and complete manner to facilitate achievement of the departmental mandate;
• Provide input into the preparation of the departmental budget through needs assessment and subsequent resource matching to ensure availability of financial resources in a timely and complete manner to facilitate achievement of the departmental mandate;
• Allocate work to subordinate staff in line with job descriptions and annual work plans to ensure all departmental tasks are carried out in a timely and complete manner;
• Provide input into the preparation of the departmental work plan through needs assessment and subsequent human capital matching to ensure all departmental tasks are carried out in a timely and complete manner;
• Initiation purchase requisitions for the replacement of stock of all regular store items whenever the stock level of any item of store approaches the minimum limit in respect thereof to ensure availability of required resources;
• Check and receipt purchased materials forwarded by the receiving department and arrange for the storage in appropriate places to ensure correct quantities are received in line with LPOs and safety of these received materials;
• Issuance of materials in line with required quantitates against authorized requisition notes/material lists to ensure only approved items leave the store;
• Stock takes and checks in line with ledger balances and actual physical stock at regular intervals to serve as internal control over unauthorized issuances and pilferages;
• Consolidate departmental data on obsolete inventory items through inspections to ensure disposal of such items as need arises;
• Stores management
• Provide input into preparation of the departmental annual procurement plan through needs assessment and subsequent resource matching to ensure availability of resources in a timely and complete manner to facilitate achievement of the departmental mandate;
• Provide input into the preparation of the departmental budget through needs assessment and subsequent resource matching to ensure availability of financial resources in a timely and complete manner to facilitate achievement of the departmental mandate;
• Provide input in into the preparation of the departmental work plan through needs assessment and subsequent human capital matching to ensure all departmental tasks are carried out in a timely and complete manner; and
• Any other duties as may be assigned, prescribed and/or delegated by the immediate supervisor.

• Proficiency in computer application

• Master’s degree in Procurement and Supplies Management or its equivalent from recognized institution;
• Bachelor’s Degree in Procurement and Supplies Management, or equivalent qualification from a recognized institution;
• Membership of a professional body either KISM or CIPS in good standing with valid practicing license and Certified Procurement and Supply Professional of Kenya CPSP(K) or Member of the Chartered Institute of Procurement & Supply [MCIPS];
• Must have attended a management course lasting not less than Four [4] weeks from a recognized institution;
• Proficiency in computer application;
• Valid practicing license from KISM;