PROCUREMENT MANAGER

Adelko Consulting Services, a global Executive Search firm, has been retained by AATF, to source outstanding candidates for the Procurement Manager position.

ABOUT AFRICAN AGRICULTURAL TECHNOLOGY FOUNDATION

AATF is an international not-for-profit organisation that facilitates and promotes public/private partnerships to promote food security and enhance livelihoods of smallholder farmers in SSA. AATF works with African governments, private and public technology owners and developers, NGOs, seed companies and African small holder farmers to identify and access technologies that address farmers’ key problems and empower them through availability of a choice of agricultural innovations that generate wealth and health for their families and communities. AATF is a registered charity under the laws of England and Wales and has host country status with the Government of Kenya. The Foundation depends on the ongoing support and collaboration of different partners and investors to meet its objectives.

DUTIES AND RESPONSIBILITIES

The procurement manager, working under the direction and supervision of the director of corporate services, will implement procurement and contracting of commodities, materials, equipment, and services for AATF and its subsidiaries. In doing so, the manager will provide management support in a variety of processes and transactions, ensuring the work is of the highest quality and accuracy. He/she will use his/her own judgment to deal with unforeseen situations, seeking advice from and/or reporting to the supervisor as necessary. The procurement manager will collaborate with department/program heads to provide the best support to the unit’s internal clients. The procurement manager will promote a client-centered, quality-driven, and results-oriented approach in his or her work.

Key Functions:

Support the management/coordination of procurement support services by:

• Taking lead in the coordination of the procurement support activities, ensuring compliance with the Donor and AATF’s regulations, policies and strategies relating to Procurement, by incorporating the necessary steps to ensure sustainability in the procurement processes within the organization.
• Supporting the program/project teams in the compliance of submissions to the Procurement and Tender Committees.
• Coordinating the program/project teams for routine market research to determine sources of supplies, using available resources.
• Reviewing and signing off to the supplier database and ensuring regular update of the data is done.
• Take the lead in ensuring that all procurement files and records are updated and maintained by teams.
• Reviewing monthly or periodic procurement status reports from program/project teams as required.
• Be the point person for all procurement audit queries in all programs and business units during the statutory and project audits.

Procurement planning, requisitions, and sourcing

Take lead in management of the organization’s annual procurement planning by:

• Collaborating with program leads and departmental leads in the preparation of their procurement plan, awarding, administering, and monitoring of all matters related to procurement for the given geographical area / project activity.
• Coordinating the maintenance and updating of procurement monitoring processes for projects and provision of feedback to program leads.
• Management of proper and complete specification for equipment and materials, Job Profiles and Statement of Works for the preparation of RFP, RFQ and ITB, ensuring clearance/approval by respective units of the requests.
• Coordinate the monitoring of progress and liaison with vendors during the entire procurement cycle, investigation, and resolution of post-order problems and of progress reports on procurement matters.
• Track and report key functional metrics to reduce expenses and improve effectiveness.
• Collaborate with key persons to ensure clarity of the specifications and expectations of the foundation.
• Negotiate with external vendors to secure advantageous terms.

Bidding and tendering processes

Support program teams in the bidding and tendering processes, focusing on achievement of the following results:

• Preparation of shortlists of suitable contractors/suppliers for purchases.
• Preparation and issuance of EOI, RFQ, ITB, RFP or other tender documents as required.
• Together with the requesting department support review and evaluation of bids or proposals received and preparation of analysis for submission to the Procurement or Tender Committees.
• Coordinate the setup of Procurement and Tender Committee meetings as may be required.

Imports and Exports

Manage the entire international procurement cycle, including but not limited to sourcing for bids, analysis, issue of Purchase orders, expediting orders, receipt of orders, inspection, verification of invoices and processing of payments.

Team Management

Facilitates the engagement and provision of high-quality results and services of the program teams by offering technical support in work planning, performance management, coaching, and promotion of learning and development. Provides oversight, ensuring compliance by program team members with existing policies and best practices. Control spend and build a culture of long-term saving on procurement costs. Working closely with the program Leads to ensure high performance of the relevant teams in the within the organization and subsidiaries.

Supply Chain Support

Working closely with the program leads and the supply chain lead, ensure all program supplies are ready for distribution as per the agreed delivery dates. Approve the ordering of necessary goods. Finalize purchase details of orders and deliveries.

REQUIRED QUALIFICATIONS, SKILLS, AND ABILITIES

• Undergraduate degree in Business Administration or Commerce, Science, supply chain management, logistics or related field. A post graduate degree will be an added advantage.
• Membership of Professional Associations in procurement related fields is desirable.