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

The National Drought Management Authority (NDMA) is a public body established by the National Drought Management Authority (NDMA) Act, 2016. It previously operated under the State Corporations Act (Cap 446) of the Laws of Kenya by Legal Notice Number 171 of November 24, 2011. The Act gives the NDMA the mandate to exercise overall coordination over all matters relating to drought risk management and to establish mechanisms, either on its own or with stakeholders, that will end drought emergencies in Kenya.

Responsibilities or duties

The Supply Chain Management Function will involve:- reviewing, updating, interpreting and implementing existing Procurement Regulations, Procedures and Systems implementation and enforcement of regulation and polices on supplies management; aligning Supply chain objective with overall NDMA objective;; undertaking Tender Negotiation; disposal of unserviceable, obsolete and surplus stores and equipment; carrying out market research and advising the Board on the effect of market forces on the authority needs; designing procurement document; developing stock Control measures; preparing annual rates of purchases; evaluating the performance of venders; ensuring security and custody of all stores and documents; carryout board of survey; ensuring security and safeguarding of stores; inspecting incoming goods to the stores coordination of various activities in delivering a combination of inputs, outputs/outcomes for specified requirements in accordance with the Public Procurement and Disposal Regulations, 2006 and other laws and policy documents that impact on procurement; preparation of procurement plans in accordance with budget processes stocktaking and reconciling; security, safety, maintenance and proper preservation of stores; sourcing of supplies; assessing and measuring performance of supplies of goods, works and services; maintenance of procurement records; conducting market research; carrying out internal monitoring and evaluation of stores; development and implementation of internal procurement on supply policy procedure manuals; carrying out periodic market surveys and research; ensuring smooth distribution of inventory; management of receipts and issues; and verifying orders, invoices and stores accommodation.

Specific duties and responsibilities will includei. Sourcing for goods, works, and services as per the procurement law;

• Raising purchase orders for goods and services for approval;
• Liaising with suppliers to ensure timely delivery of goods and services;
• Maintaining and updating the list of prequalified suppliers;
• Assisting in preparation of Request for Quotation (RFQ)
• Drafting LPOs/ LSOs in line with award decisions
• Participating in inspection of Goods, Services and works
• Assist in the Preparation and submission of quarterly reports to various institutions
• Assist in publishing reports, tenders in the Public Procurement Information Portal (PPIP)
• Assist in conducting prequalification of suppliers biannually and upload to the ERP and the authority’s website
• Assisting in undertaking market surveys to ensure the Authority obtains value for money;
• Participating in periodic and annual stock taking
• Timely filling of procurement documents and ensuring safe custody of all procurement records for easy storage and retrieval
• Participating in the opening tenders/ quotations
• Participating in the disposal of stores and equipment; and
• Complying with the Procurement Act and Regulations

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

Bachelor’s Degree in Procurement & Supplies Management, Business Administration (supplies/procurement option), or other relevant field from a recognized institution;

Proficiency in computer applications

Member of a professional body, either KISM or CIPS

Certified Supplies Practitioner by KISM

Fulfill the requirements of Chapter Six (6) of the Constitution.

Experience needed

12 months

• Raising purchase orders for goods and services for approval;
• Liaising with suppliers to ensure timely delivery of goods and services;
• Maintaining and updating the list of prequalified suppliers;
• Assisting in preparation of Request for Quotation (RFQ)
• Drafting LPOs/ LSOs in line with award decisions
• Participating in inspection of Goods, Services and works
• Assist in the Preparation and submission of quarterly reports to various institutions
• Assist in publishing reports, tenders in the Public Procurement Information Portal (PPIP)
• Assist in conducting prequalification of suppliers biannually and upload to the ERP and the authority’s website
• Assisting in undertaking market surveys to ensure the Authority obtains value for money;
• Participating in periodic and annual stock taking
• Timely filling of procurement documents and ensuring safe custody of all procurement records for easy storage and retrieval
• Participating in the opening tenders/ quotations
• Participating in the disposal of stores and equipment; and
• Complying with the Procurement Act and Regulations

• Proficiency in computer applications

• Bachelor’s Degree in Procurement & Supplies Management, Business Administration (supplies/procurement option), or other relevant field from a recognized institution;
• Proficiency in computer applications
• Member of a professional body, either KISM or CIPS
• Certified Supplies Practitioner by KISM
• Fulfill the requirements of Chapter Six (6) of the Constitution.