Procurement Coordinator

Date Posted: Dec. 1, 2022, 12:48 p.m.

Church World Service (CWS)

Job Description

Primary Purpose

The position reports to the Deputy Director for Administration and directly oversees the Procurement unit and offers technical support to country offices. This position also oversees and supports the planning, training, quality control, monitoring and evaluation of the Procurement unit. This position works closely with the Programs and Administration Coordinators and is an active participant in RSC Africa’s Leadership Team. This position supervises the Procurement Managers and oversees the Procurement functions.

Essential Duties:

Management

  • Provides oversight for the procurement teams including supervision, training, and performance feedback 
  • Supports the Deputy Director for Administration by ensuring the Procurement unit meets all division deliverables with high quality and in a timely manner
  • Develops policies and standard operating procedures (SOPs) to ensure the accountability, transparency, and efficiency of RSC Africa, and to ensure compliance with the Cooperative Agreement, relevant United States Government (USG) and CWS policies
  • Ensures procurement SOPs are routinely updated, stored, and accessible electronically and disseminated via in-person training sessions
  • Ensures the SOPs are supported by proper mapping of thresholds and authorized approvers in the ERP system
  • Ensures that CWS is leveraging technology in support of procurement functions 
  • Liaises with Country Representatives to ensure that the Country offices are compliant with the Cooperative Agreement and relevant USG and CWS policies
  • Oversees the sourcing, negotiation, contracting, monitoring and compliance of all procurements
  • Develops internal compliance monitoring and reporting for all procurement functions including filing of procurement documents, compliance with fileserver organization and group email protocols 
  • Works closely with Finance Manager and Deputy Director for Administration to perform regular internal audits and compliance checks
  • Plans and executes annual process reviews for Procurement functions 
  • Ensures there is an organized and robust training strategy for the procurement staff, inclusive of targeted capacity building to increase professional skills of procurement positions
  • Reviews contracts and coordinates contract renewals, deliberate and timely delivery of goods and services and maintains copies of all relevant contracts
  • Oversees pre-qualification of vendors
  • Oversees processing of requests for proposals and bids
  • Participates actively in RSC Africa Leadership Team 
  • Works closely with Senior Programs Team members to plan work, resolve issues, conduct root cause analysis, and ensure systems improvements
  • Reports on Procurement unit multi-year planning progress and challenges

Budget

  • Along with the DDA, prepares the annual RSC Africa budget and revisions, and monitors expenses in accordance with authorized budgets
  • Oversees the process of procurement planning with programs teams, ensures compliance with USAID rules and regulations for Cooperative Agreements
  • Works with the ERP consultants to develop procurement reports as needed

Human Resources

  • Provides support as requested to the human resource functions of RSC Africa including staff recruitment, training and performance management, interpretation and implementation of RSC Africa personnel policies, and administration of payroll and employee benefits

Other Functions

  • Other duties that may be assigned to enhance the quality and efficiency of the administration of operational programs to attain program objectives and maintain the high professional standards of RSC Africa and CWS

Qualifications: 

Experience: 

  • Minimum of five (5) years of management experience, with seven (7) years preferred, with an international NGO in a similar position required.
  • Proven experience with financial management on US federal government funded projects and knowledge of US federal government financial regulations required.
  • Knowledge of Kenya laws and customs preferred.
  • Experience with overseas processing or US refugee resettlement preferred

Skills: 

  • Strong computer skills, in particular Microsoft Excel, Word, Outlook and Access required
  • Excellent organizational and time management skills
  • Strong verbal and written English language skills

Abilities: 

  • work and make decisions independently and contribute to overall operations at management levels
  • exercise good judgment and seek guidance as appropriate when confronted with unanticipated problems in the field;  
  • maintain a high performance standard with attention to detail, completing tasks within set timeframes; 
  • exercise good judgement and seek guidance as appropriate when confronted with unanticipated problems;  
  • deal effectively and courteously with a large number of associates, outside agencies, refugees and members of the general public; 
  • Manage large and diverse workload under pressure with competing priorities.
  • Maintain the integrity of official records;  
  • Analyse and solve complex problems and make sound decisions;  
  • Work with minimal supervision
  • Maintain a high performance standard with attention to detail;  
  • Work independently and contribute to overall operations of RSC Africa;  
  • Actively participate in the implementation of the U.S. Refugee Admissions Program (USRAP). 

Education & Certifications: 

  • Bachelor’s Degree in Logistics and Supply Chain Management, Procurement and Logistics Management, Finance, Accounting or related field is required.
  • Master’s Degree preferred.

How To Apply

Interested and qualified candidates should make their applications to Church World Service via their career portal using the link Jobs at Church World Service

Apply for this Job Now

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