Council of Governors
Terms of Reference for a Procurement Assistant
Background: The Council of Governors (CoG) is established under Section 19 of the Intergovernmental Relations Act 2012 with the mandate to
provide a mechanism for consultation amongst County Governments,
share information on performance of the counties in execution of their functions,
facilitate capacity building for governors, and
consider reports from other intergovernmental forums on national and county interests amongst other functions (Section20).
The Council operates under Sectoral committees which define engagement with The National Government agencies and other stakeholders.
The Council has established a secretariat that supports daily operations of the Council.
Duties and Responsibilities
The procurement Assistant will be supervised by the Procurement Officer and will work closely with all Departments/Units and Committee Clerks.
He/ She will provide support to the Secretariat’s procurement unit.
Specific tasks include;
- Arranging for the supply/allocation of office equipment and supplies, materials, and vehicles as required by the Department.
- Preparation of specifications, tenders and schedules; obtaining and negotiating prices; obtaining quotations and placing orders and processing invoices.
- To ensure that goods purchased are to specification in terms of quality, quantity and delivery and to advice on those suppliers who fail to meet specifications.
- To liaise with other Departments in order to maximize the benefits of bulk purchase.
- Receives purchase and check requests from thought the COG Departments, checks for accuracy and forwards to procurement officer.
- Maintains contact with vendors regarding orders and merchandise.
- Receives Inspects, and Distributes merchandise to appropriate individuals
- Identifies minority firms as possible suppliers.
- Prepares periodic reports related to purchasing, inventory control.
- Conducts annual on-site inventory, prepares inventory listings to include the location and status of all equipment.
- Evaluates the quality and appropriateness of supplies and equipment, conducts cost/ quality comparisons prior to submitting requests to the procurement officer.
- Confers with official from all departments to determine purchasing needs.
- Obtains and updates information on open market and contract purchase prices.
- Coordinates expenditure records with COG’S Accounts payable to assure prompt and accurate payments.
- Procuring of venues for Governors, Deputy Governors and other stakeholders invited for meetings by Council of Governors
- Any other duty as assigned.
- Education: A Diploma in Procurement and supply chain management. (Bachelors Degree in Commerce or Business Management major in Procurement and Supply Chain Management will be an added advantage) or any other relevant field.
- A minimum of 2 years experience in supply chain management;
- Familiar with Government of Kenya procurement rules and regulations;
- Knowledge of the provisions of the Constitution of Kenya 2010 in regard to devolution.
- Knowledge of record keeping methods and procedures applicable to purchasing
- Knowledge of the application of bookkeeping principles and methods to the keeping of procurement records.
- Knowledge of supplies and material utilized in office, technical or maintenance.
- Demonstrates integrity by modeling CoG values and ethical standards
- Ability to work under pressure
- Initiative and independence
- Excellent communication skills in English
- Excellent Good report writing skills
Duration: The contract duration is one (1) year with a possibility of extension, subject to performance and availability of funds.
How to Apply
All interested candidates should send their CV, cover letter, copies of ID, certificates and testimonials to [email protected] on or before 13th October 2015