Procurement Officer

Duty Station: Kakuma

Duration: 5 Months (From September 2024) – renewable

Reporting: Area Manager

ABOUT PEACE WINDS JAPAN

Peace Winds Japan (PWJ) is a Japanese Non-Governmental Organization established in 1996. PWJ has been providing humanitarian and development assistance for people affected by forced displacement and natural disasters in more than 20 countries in the world. PWJ launched its mission in Kenya in 2012 and has been implementing projects funded by UN agencies and the government of Japan in the Infrastructure Development (Shelter), WASH, Logistics, livelihoods and youth development to improve living environments of refuge and host populations while promoting peaceful coexistence and self-reliance in the communities in Dadaab, Kakuma, Kalobeyei and West Pokot. In Turkana West Sub-county, PWJ is actively engaged in promoting sustainable solutions for protracted refugee situations through its shelter and WASH projects in line with the National Government of Kenya as well as County Government of Turkana plans and strategy; clearly integrated in the Kalobeyei Integrated Socio-Economic Development Programme.

PWJ is seeking a highly motivated and detail-oriented individual to join our team as a Procurement Officer in Kakuma. The successful candidate will play a crucial role in ensuring the efficient and effective management of procurement processes and operations.

JOB OVERVIEW:

The Procurement Officer under the general supervision of the Area Manager and within the limits of Peace Winds Japan Kenya policies and procedures coordinates the facilitation of field activities and functions within PWJ. He / She will work closely with the management team and other staff to perform a variety of tasks including, but not limited to:

MAIN ROLES & RESPONSIBILITIES

• Advice PWJ Management on viable, cost-effective and strategic procurement strategies.
• Develop and maintain relationships with stakeholders and vendors.
• Evaluate existing procurement policies and procedures and advice PWJ Management accordingly.
• Work with key procurement software and systems.
• Confirmation of budget codes, budget control and monitoring in liaison with the Area Manager, program and finance teams.
• Evaluate and select chosen suppliers using a set criterion such as quality, price, delivery and sustainability.
• Negotiating various contracts with vendors on quality, price and delivery.
• Analyze and complete financial reports and pricing proposals.
• Periodic review of costs from available budgets and take necessary measures for use as per allocation from donors.
• Ensuring consistency with donor and organizational policies, agreements, guidelines, rules and regulations in the implementation of projects while initiating appropriate remedial actions.
• Evaluate and compare products and services to determine which best meet the organization’s needs.
• Keep track of all goods and services ordered and received with a comprehensive inventory.
• Ensure responsible procurement practices are being met and comply with PWJ objectives.
• Creation of purchase orders and make bid requests on supply contracts.
• Calculate all order costs and evaluate invoices for accuracy.
• Prepare and update reports, records and pricing lists.
• Work with other teams for cross-departmental work.

Qualifications & Preferred Skills

• A Bachelor’s degree in Procurement, supply chain management or a related field.
• At least 4 years work experience in Procurement in an NGO/INGO.
• Proven experience in procurement and logistics roles, preferably in a humanitarian or non- profit organization.
• Familiarity with procurement policies, procedures, and best practices.
• Minimum of 5 years work experience in end-to-end Procurement processes.
• Be a member of a professional body (KISM or CIPS) in good standing.
• Possess knowledge of Microsoft Office.
• Experience in ERP (Oracle NetSuite) is an added advantage.
• Possess experience in procurement in an international donor-funded organization.
• Be fluent in English for effective communication is required.
• Possess exceptional organizational and negotiation skills.
• Demonstrate ability to multi-task in a fast-paced work environment