Procurement & Logistics Manager, LVCT Health

LVCT Health is an established Kenyan NGO that is renowned for its implementation of health programs at scale in Kenya. Through its vision of Healthy Empowered Communities, LVCT Health is a leader in designing and implementation of innovative HIV prevention and treatment approaches, sexual and reproductive sexual and gender based violence programs reaching the most vulnerable populations. The organization works with government and other stakeholders at national and county levels.

LVCT health seeks to fill in the following position: –

POSITION: Procurement & Logistics Manager P&L/LVCT/02/2022

REPORTING TO: Operations Director

LOCATION: Nairobi

Job Purpose

Reporting to the Operations Director, the Procurement and Logistics Manager will be responsible to ensure the acquisition, supply/delivery, storage and disposal of goods and services, and logistics operations at optimum cost-effective levels in an expeditious and efficient manner.

Key Responsibilities

Leadership

• Develop policies, systems and procedures that will support effective procurement asset management for LVCT Health, resulting in more effective procurement services
• Oversee purchasing, projects procurement, monitoring and expediting of orders
• Reviewing existing contracts with suppliers and vendors to ensure on-going feasibility
• Building and maintaining long-term relationships with vendors and suppliers
• Controlling the procurement budget and promoting a culture of long-term saving on procurement costs
• Maintain Project Procurement execution plan

Procurement / Compliance

• Ensure that procurement of goods, services and works are done in compliance and with within the stipulated policies and guidelines, that LVCT Health will get value for money by ensuring that negotiation opportunities are optimized and documented.
• Ensure that LVCT Health is committed procedurally. Purchase order must be issued before the goods are delivered.
• Ensure that only prequalified suppliers are the primary source of quotes
• Prepare weekly procurement status reports in the prescribed template

Vendor Relationship Management

• Ensure use of the Preferred vendor list, fair distribution of business and deliberately ensuring that the suppliers are treated with due respect, complains and compliments are handled professionally while in all engagements, LVCT Health interests and image/brand are put ahead of everything else.
• Develop, manage and maintain an arm’s length relationship with vendors at all levels; will ensure that LVCT Health suppliers for goods & services fulfil their obligations in a timely manner, are paid on a timely basis, and that any disputes arising are managed in a professional, procedural and consultative manner
• Negotiate with vendors to facilitate LVCT Health compliance with USG regulations on non-payment of VAT; will vigorously pursue outstanding VAT exemption claims, reimbursement checks from vendors

Documentation

• Prepare and review supplier evaluations/bids analysis, requests for awards, purchase orders, contracts for services and other procurement documents, ensuring strict adherence to applicable procedures, accuracy and completeness of procurement supporting documents
• Generate and disseminate complete, accurate and relevant monthly procurement reports on user friendly, standardized templates to support project management decision making
• Ensure that all procurement documents are filed, secured and stored whether electronic or hand copies.

Invoicing

• Ensure that LVCT Health is continually invoiced for all the procedural commitments that have been made. Variations must be resolved with the suppliers way before the submission invoices to Finance Department.
• Ensure that tracking of PO is done monthly without fail and follow up and follow through with supplies is done for outstanding bills.

Risk Management

• Identification of risks that related to procurement recommend mitigating solutions to the Operations Director

Innovation

• Ensure continuous innovations, adoption of best practices and regular reviews of Procurement processes, for optimal efficiency
• Prepare invoices that have been received in the department weekly for settlement.

Qualification, Skills and Experience

• Bachelor’s degree and a Diploma in purchasing and Supplies management MCIPS, MKISM
• At least 7 years’ experience managing procurement and logistics.
• Experience working with INGOs, in the development / humanitarian sector, with knowledge of donor rules and regulation.
• Familiarity with commodity management tracking systems will be an added advantage
• Excellent knowledge of Microsoft Office applications and ERP systems.
• Knowledge of vendor management, project procurement, and strategic sourcing
• Strong understanding of procurement and negotiation techniques
• Excellent verbal and written communication skills
• Strong negotiation and conflict resolution skills
• Person of high integrity