Procurement Manager

Purpose of job: 

The Procurement Manager role is key and holds overall responsibility for managing procurement for all teams (local and regional) based in British Council Kenya. The post holder will lead on all aspects of procurement and will ensure that the procurement strategy is followed and that commercial and professional good practice is adopted across all teams.

The successful candidate will be required to lead the sourcing process, prepare tender and contract documentation and undertake tender briefings and negotiations with external suppliers in relation to purchases, developing supplier risk plans and liaising with appropriate staff.

Context and environment: (e.g. dept description, region description, organogram)

The procurement function is an integral part of Business Support Services Kenya team. This aim of this team is to provide support to staff and ensure strategic management of, and control and compliance in the areas of Finance, Administration, Human Resources and Information Technology.

This team is managed by the Head of Business Support Services. In the immediate term, the key challenge for this team is to work together, with operational teams, to improve compliance with corporate standards, which is reflected in our Internal Audit rating. The post holder will ensure that procurement procedures and policies are adhered to and that operational teams are knowledgeable about, and compliant with, the procurement tasks embedded within their business as usual processes.

The Procurement Manager will make a major contribution to successful management of and expenditure, as well as providing vital support to operational team members. S/he will contribute to the ongoing development of British Council Kenya as a high-performing country operation, modelling the values and principles of a collaborative, integrated and mutually supportive team.

Accountabilities, responsibilities and main duties: (including people management and finance)

Suppliers/vendors

• Supplier approval process through the application of a thorough qualification process
• Managing the supplier and stakeholder relationships and negotiating supplier agreements.
• Ensure that the approved supplier list, spend analysis, market testing and best practice are shared within the British Council Kenya are actively used.
• Resolution of issues related to vendor performance in delivery of goods and services.
• Negotiate with suppliers on behalf of British Council Kenya to obtain the best possible purchasing terms and conditions.
• Ongoing monitoring and evaluation of vendors through supplier performance metrics and proactive management of the results. Manage supplier non-conformance and supplier audit.

Procurement strategy

Leads the sourcing process and design specific tendering strategy in line with the British Council global policy including tendering, negotiating and awarding the contracts; managing the supplier and stakeholder relationships; developing the evaluating criteria and evaluating the bidder responses; running bidder clarification workshops, managing the contractual process to award of contract and change; developing supplier risk plans and liaising with other colleagues as appropriate.

• Collate spend, savings and contract information for defined expenditure.
• Supports collaborative buying opportunities (regionally or with partner organisations) as applicable.
• Liaise with all teams to ensure a consistent approach to strategic sourcing.

Value for money

• Ensures best practice frameworks are in place to deliver value for money, and be able to identify and secure savings for the organisation across a number of areas of expenditure.
• Achieves value for money from the supplier base and will be sensitive to the need for effectiveness and efficiency of operation.

Monitoring and evaluation and compliance

• Monitor compliance with corporate procurement policies and standards, code of conduct, operating guidelines and local regulations. Ensure buy-in from all colleagues to facilitate compliance management through the use of regular and management information reporting.
• Manage compliance with internal BC corporate policies & procedures and local legislation.
• Run purchasing related analytical reports to support decision making process for operational teams.
• Report to Financial Control & Compliance Framework, Enterprise Risk Management Framework and other Management meetings on the effectiveness of the procurement process.

Support and training

• Supports teams with the planning of expenditure.
• Advice and guidance to the operational teams throughout the procurement lifecycle.
• Resolving the key procurement issues, leading on all aspects of procurement related activities within the overall project plan.
• Ensures that a good knowledge of procurement, and their application, is maintained by all staff.  This will be achieved by a detailed induction, ongoing and refresher training in all relevant areas.

Key relationships: (include internal and external)

Internal

·        

Country Director, Regional Director and Senior Management team.

·        

Kenya and regional team members –particularly those team members who are responsible for the management and/or approval of expenditure.

·        

Regional Finance colleagues including Regional Finance Director and Risk and Compliance Manager.

·        

Business Support Services.

·        

Internal audit teams – based in Kenya and the UK.

·        

Strategic Procurement team – based in the UK.

·        

Global Services and Global Service desk team

External

·        

Existing and prospective suppliers.

·        

Legislative and commercial committees and tax agents.

·        

External auditors.

Please click on the following link to apply : Procurement Manager Application