Responsibilities or duties

Job Purpose

Issue Purchase Orders (PO) to suppliers based on the approvals issued by the Accounting Officer or Head of Procurement in accordance with the authorized approval matrix within a particular Financial Year and Process payment documents to Finance for disbursements.

Key Duties and Responsibilities

Roles and Responsibilities

Purchase Order Processing

• Prepare and generate Local purchase Orders (PO) upon receipt of approvals.
• Dispatch of LPO to suppliers.
• Receive approved and authenticated purchase requisitions from users for processing.
• Cancellation of Non -Performing POs within the F/Y.
• Channeling of the approval documents to the registry for archival and safe custody after PO processing.
• Communication to Users on progress of the processing of the items requisitioned.
• Schedule deliveries and communicate with the User and IAC to receive goods and services.
• Expedite/ follow-up to ensure no prompt deliveries the on the Pos and which impacts negatively on the supply chain for F/Y.

Payment Processing

• Receive and process goods received notes once delivery notes and receiving and inspection reports are received by the section and forward approved GRNs to finance for payment.
• Receive and process invoices for contract payments in line with the executed contract terms.
• Receive and process all utility bills (Electricity, water, telephone, internet services).
• Reconciliation of paid-up bills and invoices for supplier accounts.
• Prepare monthly payment management reports.

Other duties

• Assist in preparation and implementation of the Department’s Annual Procurement Plan.
• Participate in the Procurement Statutory Committees.
• Participate in Training and Development initiatives within the F/Y.
• Performance planning (Involvement in crafting and setting of performance target of the key responsibility for self within F/Y in discussion with the line manager.)
• Prepare ad hoc and periodical reports and submit to the supervisor in a timely manner.
• Adhere to bank policies, regulations and related legislations among other guidelines and principles.
• Any other assigned roles and responsibilities.

Qualifications or requirements

Qualifications

• Bachelor’s degree in Purchasing and Supplies, Business Administration or Related field from a recognized institution.
• Member of the Kenya Institute of Supply Chain Management (KISM).

Experience needed

Work Experience

• At least three (3) years’ post qualification experience in Supply Chain Management.

• Prepare and generate Local purchase Orders (PO) upon receipt of approvals.
• Dispatch of LPO to suppliers.
• Receive approved and authenticated purchase requisitions from users for processing.
• Cancellation of Non -Performing POs within the F/Y.
• Channeling of the approval documents to the registry for archival and safe custody after PO processing.
• Communication to Users on progress of the processing of the items requisitioned.
• Schedule deliveries and communicate with the User and IAC to receive goods and services.
• Expedite/ follow-up to ensure no prompt deliveries the on the Pos and which impacts negatively on the supply chain for F/Y.
• Receive and process goods received notes once delivery notes and receiving and inspection reports are received by the section and forward approved GRNs to finance for payment.
• Receive and process invoices for contract payments in line with the executed contract terms.
• Receive and process all utility bills (Electricity, water, telephone, internet services).
• Reconciliation of paid-up bills and invoices for supplier accounts.
• Prepare monthly payment management reports.
• Assist in preparation and implementation of the Department’s Annual Procurement Plan.
• Participate in the Procurement Statutory Committees.
• Participate in Training and Development initiatives within the F/Y.
• Performance planning (Involvement in crafting and setting of performance target of the key responsibility for self within F/Y in discussion with the line manager.)
• Prepare ad hoc and periodical reports and submit to the supervisor in a timely manner.
• Adhere to bank policies, regulations and related legislations among other guidelines and principles.
• Any other assigned roles and responsibilities.

• Bachelor’s degree in Purchasing and Supplies, Business Administration or Related field from a recognized institution.
• Member of the Kenya Institute of Supply Chain Management (KISM).