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

Our client, Health Research Operations Kenya Limited (HROKL), the operating entity for the KEMRI Wellcome Trust Research Programme, a world class health research Programme based in Kenya, conducting multi-disciplinary research that spans infectious diseases, vaccines, maternal child and neonatal health, health systems, and emerging health threats. The Programme’s research leverages an integrated platform that includes bioscience laboratories, a clinical trials facility and clinical team, the clinical information network, the Kilifi demographic and health surveillance site, and robust community engagement, generating evidence that informs local and global health policy. HROKL is looking to hire an analytical and compliance-oriented Procurement Officer to coordinate activities and processes within the procurement function.

JOB PURPOSE:

The individual will be responsible for coordinating and providing technical support in the day-to-day implementation of procurement activities. They will ensure that procurement processes are conducted efficiently, transparently, and in compliance with organizational policies and relevant regulations. The incumbent will also serve as the Secretary to the Procurement Committee and will support capacity building within the procurement team.

KEY ROLES AND RESPONSIBILITIES:

• Engage with internal users to understand specifications and collaborate with suppliers to develop profiles for categories of goods and services.
• Review processed requisitions and hotel reservation requests, providing recommendations for approval or further action.
• Act as an Alternate Secretary to the Procurement Committee, preparing agendas, minutes, and supporting documentation.
• Coordinate procurement planning, ensuring timely submission and approval of procurement requests by the Procurement Committee.
• Analyse and evaluate received quotations and proposals, providing recommendations for awards based on compliance and value for money.
• Prepare calls for tenders, manage follow-up procedures, and conduct due diligence during supplier recruitment and pre-qualification processes.
• Negotiate, prepare, and implement vendor contracts in line with organizational and regulatory requirements.
• Maintain an electronic vendor database within the financial management system, including performance indicators, contract tracking, and periodic supplier evaluations.
• Prepare timely and accurate management reports on procurement activities in prescribed formats.
• Prepare disposal schedules and submit them to the Procurement Committee for approval.
• Maintain up-to-date and accurate records of all LPOs, requisitions, and procurement processes within the financial management system.
• Mentor and coach Assistant Procurement Officers and other assigned staff to strengthen team capacity and adherence to procurement best practices.

EDUCATIONAL QIALIFICATIONS AND CAREER EXPERIENCE:

• Bachelor’s degree in Procurement, Logistics, Supply Chain Management, or a related field from a recognized institution.
• Full CIPS qualification (Chartered Institute of Procurement & Supply) with active membership in KISM (Kenya Institute of Supplies Management).
• Minimum of 4 years of experience in procurement, including at least 1 year in a supervisory an added advantage.
• Experience in a donor-funded environment is an added advantage.
• Experience handling high volume procurement.
• Importation experience is a plus
• Experience in international sourcing of laboratory and clinical consumables globally is an added advantage.
• Demonstrable experience in the use of e-procurement platforms and strong proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Outlook).

Core Competencies:

• Demonstrated high levels of integrity and confidentiality.
• Excellent interpersonal, verbal, and written communication skills.
• Ability to work with diverse teams and build strong relationships with staff and suppliers.
• Ability to deliver quality outputs within strict timelines.
• Strong supervisory, analytical, negotiation, and planning skills.

Additional notes

All applicants are advised to adhere to the application guidelines for consideration. Only shortlisted candidates will be contacted.

NB: Flexi Personnel does not charge candidates for job placement.

• Engage with internal users to understand specifications and collaborate with suppliers to develop profiles for categories of goods and services.
• Review processed requisitions and hotel reservation requests, providing recommendations for approval or further action.
• Act as an Alternate Secretary to the Procurement Committee, preparing agendas, minutes, and supporting documentation.
• Coordinate procurement planning, ensuring timely submission and approval of procurement requests by the Procurement Committee.
• Analyse and evaluate received quotations and proposals, providing recommendations for awards based on compliance and value for money.
• Prepare calls for tenders, manage follow-up procedures, and conduct due diligence during supplier recruitment and pre-qualification processes.
• Negotiate, prepare, and implement vendor contracts in line with organizational and regulatory requirements.
• Maintain an electronic vendor database within the financial management system, including performance indicators, contract tracking, and periodic supplier evaluations.
• Prepare timely and accurate management reports on procurement activities in prescribed formats.
• Prepare disposal schedules and submit them to the Procurement Committee for approval.
• Maintain up-to-date and accurate records of all LPOs, requisitions, and procurement processes within the financial management system.
• Mentor and coach Assistant Procurement Officers and other assigned staff to strengthen team capacity and adherence to procurement best practices.

• Demonstrated high levels of integrity and confidentiality.
• Excellent interpersonal, verbal, and written communication skills.
• Ability to work with diverse teams and build strong relationships with staff and suppliers.
• Ability to deliver quality outputs within strict timelines.
• Strong supervisory, analytical, negotiation, and planning skills.
• Demonstrable experience in the use of e-procurement platforms and strong proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Outlook).

• Bachelor’s degree in Procurement, Logistics, Supply Chain Management, or a related field from a recognized institution.
• Full CIPS qualification (Chartered Institute of Procurement & Supply) with active membership in KISM (Kenya Institute of Supplies Management).