Position Title: Procurement Coordinator, CWS

December 1, 2022

Reports To: Deputy Director for Administration

Division: Immigration & Refugee Program+ (IRP+)

Department: Administration

Job Location: Nairobi, Kenya

Grade Level: Grade 10, Coordinator, National

Introduction: Church World Service (CWS) is a not-for-profit, faith-based organization transforming communities around the globe through just and sustainable solutions to hunger, poverty, displacement and disaster. CWS does not discriminate on the basis of race, color, religion, sex, national origin, gender identity, genetic information, age, disability or veteran status in employment or in the provision of services.

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 judgment 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;
Analyze 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.

Important Requirements:

Strong English communication skills, both written and oral.
Ability to work in a multi-cultural environment required.
Commitment to diversity, equity, and inclusion and willingness to support CWS’ Platform on Racial Justice as a CWS employee required.

Special Requirements:

COVID Vaccination is strongly recommended for all successful candidates
The candidate should be of good health, willing and able to travel extensively in often difficult conditions, and have a high degree of flexibility. Must have proof of Yellow Fever vaccination before traveling for RSC Africa.
This position is based in Nairobi, Kenya
This position requires use of laptops at all time, competence in Microsoft office packages is required.
This position may require travel in sub-Saharan Africa on short notice and under sometimes difficult conditions to meet demands of a dynamic operational program
Background check which includes references and an educational and criminal check is required before the start of employment for International applicants.
A valid passport and the ability to maintain a valid passport throughout the entire appointment is required, which includes having enough passport pages for travel.
Physical: This position requires bending, squatting, crawling, climbing, kneeling, sitting, standing, walking, pushing/pulling, handling objects (manual dexterity), reaching above shoulder level, using fine finger movements and lifting/carrying heavy loads.
Environmental: Incumbents in this position will be exposed to excessive noise, marked changes in temperature and/or humidity, dust and infectious diseases, harsh weather climates, long work hours, bumpy roads, extended travel, excessive sun exposure, and non-ventilated spaces.
Full Time
All employees should be prepared to work from the CWS office within their location of hire. Remote work arrangements may vary depending on location and the governing rulings regarding the COVID-19 pandemic