Kenya Bureau of Standards
Supply Chain & Procurement
Nairobi Full Time
Government KSh Confidential
Job Summary
Implements supply chain management strategies through participation in identification, prequalification and registration of suppliers; procurement of goods, works and services
Minimum Qualification:Bachelor
Experience Level:Mid level
Experience Length:2 years
Job Description/Requirements
The Kenya Bureau of standards (KEBS) is a statutory organization of the Government of Kenya established by the Standards Act, Cap 496 of the laws of Kenya in July 1974. The mandate of KEBS is to provide Standardization, Metrology and Conformity Assessment services through Promotion of standardization in commerce and industry, Provision of testing and calibration facilities, Control of the use of standardization marks, undertaking educational work in standardization, Facilitation of the implementation and practical application of standards, Maintenance and dissemination of the International System of Units (SI) of measurements.
KEBS seeks innovative and result oriented individuals to fill the following vacancies:
JD 10 Job Description for Supply Chain Officer (4 Posts)
Job Title
Supply Chain Officer
Grade
KS 8
Corporation/Organization
Kenya Bureau of Standards
Directorate
N/A
Department
Supply Chain
Division
Procurement Services
Warehouse & Inventory
Section / Unit
Procurement Services
Warehouse & Inventory
Location / Work Station
KEBS Headquarters, Nairobi
Reporting Relationships
Reports to:
Principal Supply Chain Officer
Direct reports:
N/A
Indirect Reports:
N/A
Job Purpose
Implements supply chain management strategies through participation in identification, prequalification and registration of suppliers; procurement of goods, works and services; evaluation of supplier performance, vendor management, safe storage and disposal of assets in the assigned section in accordance with the provisions of Public Procurement and Asset Disposal Act, related laws and regulations for the purpose of facilitating and supporting KEBS mandate on Standards, Metrology and Conformity Assessment (SMCA) for the realization of KEBS vision, Mission and strategic objectives.
Key Responsibilities / Duties / Tasks
I. Managerial / Supervisory Responsibilities
N/A
II. Operational Responsibilities / Tasks
a) Implements supply chain strategies, policies and procedures for delivery of KEBS strategic objectives;
b) Prepares work plans and submits to the Principal officer, Supply Chain for approval;
c) Reviews requisition orders in order to verify accuracy, terminologies and specifications to ensure procurement of high quality products and services;
d) Develops specification for equipment, materials, furniture and services in the assigned area of responsibility;
e) Verifies availability of the budget and procurement plan before initiating procurement process;
f) Identifies cost-saving and cost reduction opportunities to receive value for money;
g) Prepares and maintains accurate purchase records and documentation on all tenders, Local Purchase Order and Local Service Order collected by Suppliers/ Contractor, solicitations, responses, purchases, contracts, correspondences, and related follow ups;
h) Prepares bid documents, tender and quotations documents, evaluation and prepares professional opinion for Principal Officer’s consideration.
i) Stores and safeguards procurement records including tender specifications, quotations, tender bids, Local Purchase Order and Local Service Order collected by Suppliers/ Contractors;
j) Undertakes periodic and annual stock verifications to ascertain the quantities of materials held in stock, fast moving and slow moving items.
k) Implements stores safety practices in accordance with the Health & Safety Policy to ensure stores staff are operating in good working environment;
l) Guides in identification of assets for disposals and coordinates the process of disposal of identified items;
m) Participates in appraisal suppliers to evaluate their performance in the assigned sections and submits reports to the Principal officer, Supply Chain;
n) Provides secretariat services during the opening and evaluation of Quotations, Tenders, Proposals and Expressions of Interest and disposal committees
o) Participates in setting of sectional performance targets, monitors implementation, submits reports, Principal officer – Supply Chain;
p) Approves stores requisitions, replenishment and new purchases;
q) Verifies supplier invoices against purchase orders before forwarding to Finance for payment.
r) Updates bin card are after receipt and issuing of goods from the stores;
s) Undertakes periodic and annual stock verifications to ascertain the quantities of materials held in stock, fast moving and slow moving items;
t) Implements stores safety practices in accordance with the Health & Safety Policy to ensure stores staff are operating in good working environment;
u) Prepares monthly, quarterly and annual statutory and regulatory procurement reports and submits to Principal Officer, Supply Chain in compliance with the Public Procurement and asset disposal Act and its regulations and stores procedures;
v) Implements adopted management systems and participates in internal quality audits, root cause analysis and implementation of corrective actions in line with the requirements of adopted management systems for improvement of management system; and
w) Implements the Risk Management Framework to ensure mitigation against the negative effects on the set objectives
Job Dimensions:
I. Financial Responsibility:
Raises LPOs and LSOs
II. Responsibility for Physical Assets
Responsible for physical assets assigned by the institutions e,g laptops, printers and office furniture
III. Decision Making:
Make decisions operational decisions.
IV. Working Conditions:
Works predominantly within the office.
Job Competencies (Knowledge, Experience and Attributes / Skills).
Academic Qualifications
Bachelor’s degree in a Purchasing & Supplies or its equivalent.
Professional Qualifications / Membership to professional bodies
Member of KISM and/or CIPS
Diploma in Purchasing and Supplies or equivalent
Previous relevant work experience required.
N/A
Functional Skills, Behavioral Competencies/Attributes
Functional
a) Auditing Skills;
b) Information, communication, and technology skills;
c) Proficiency in various procurement software e.g. Sage ACCPAC;
d) Presentation skills;
e) Report writing;
f) Analytical skills; and
g) Conflict resolutions.
Behavioral attributes
a) Counselling skills;
b) Problem solving skills;
c) Time management skills;
d) Communication skills;
e) Interpersonal skills; and
f) Confidentiality.
APPLICATION SUBMISSION
Please visit the careers page on KEBS website: https://www.kebs.org for detailed job profile/description and instruction on how to apply.
Interested and qualified candidates applications should be submitted either SOFTCOPY to recruitment@kebs.org or HARDCOPY sent by post or hand delivered to KEBS HQ office addressed to the address below, indicating VACANCY NAME on the envelope on or before 15th February, 2023 at 17:00 HRs, EAT enclosing/attach Cover letter, a detailed CV with full details on education background, professional qualifications and relevant experience together with copies of Testimonials, Academic Certificates and National Identification Card.
The Managing Director, Kenya Bureau of Standards
Popo Road, Off Mombasa Road,
P.O. Box 54974 – 00200 NAIROBI.
IMPORTANT NOTICE
i. KEBS DOES NOT charge any fee in the recruitment process.
ii. Persons with disability and female candidates are encouraged to apply.
iii. Academic Qualifications of external origin MUST be accompanied with a recognition and equation certificate from the relevant body in Kenya.
iv. Only shortlisted candidates will be contacted. Canvassing will lead to automatic disqualification.
v. All degree applicants for engineering related qualifications must be Registered as Graduate Engineers.
vi. The applicants must comply with Chapter Six (6) of the Constitution of Kenya.