Procurement Officer

Purpose of job:  

To support British Council operations in Kenya and make a key contribution to supporting a robust procurement process – including the maintenance and due diligence of local vendors and compliance with FCCF items – as monitored by the Finance team. 

To assist the Procurement Manager, Head of Business Support Services in providing assurance to Director Kenya that robust procedures are in place to ensure monitoring, evaluation and complete control of vendor management and expenditure.

To ensure that operational team members are engaged with, and adhere to, the procurement process and related service level agreements which reflect the corporate standards. This requires constant and consistent monitoring for which a dedication to customer service excellence and strong relationship building and negotiation skills are required.

Context and environment: 

- The British Council is the United Kingdom’s international non-profit organization for cultural relations and educational opportunities. For over 75 years, we have created international opportunities and trust between people of the UK and other countries worldwide through our work in the Arts, English, Education and Society. We call this Cultural Relations. We have offices in over 100 countries, and 250 cities. We have been in Kenya since 1947.

- The aim of this Business Support Services team is to provide excellent customer service support to staff and ensure strategic management in the areas of Finance, Administration, Human Resources and IT. This key role will support the BSS and Procurement Manager as well as providing vital support and guidance to operational team members. He/she will contribute to the overall support strategy as well as ongoing development of British Council Kenya as a high-performing country and regional operation. 

- The Procurement Officer will support the monitoring of all procurement activities and support colleagues with all aspects of managing expenditure.

- S/he will contribute to the development and implementation of a shared vision for the British Council for Kenya. In the context of British Council’s vision, purpose and outcomes to recognise, understand and uphold the British Council’s corporate values: People, Integrity, Mutuality, Creativity and Professionalism and Behaviours: Connecting with others, Working together, Being Accountable, Making it happen, Shaping the future and Creating shared purpose.

- S/he will model the values and principles of a collaborative, integrated and mutually supportive team, which is committed to British Council equal opportunity and diversity policy.

Accountabilities, responsibilities and main duties: 

- Support the Procurement Manager with ensuring that end to end purchase to pay processes are being followed across BC Kenya. This includes PO checking, approval checking, GR/IR Monitoring and procurement reporting and analysis. Manage any aged open purchase orders – with support from the Finance team.

- Support the negotiation of new leases and renewals for office premises and residences in line with corporate standards and within local market values and to ensure best value for money. Ensure that notice periods for termination and notice periods are managed effectively so as to protect British Council assets.

- Provide support with BSS maintenance and common purchase contracts so that these are negotiated to offer the best possible value and return for British Council.

- Support management of the Approved supplier list by ensuring vendor management controls and due diligence checks are in place.

- Support effective management of the vendor contracts, ensuring all contracts and leases are up to date and are logged. Support vendor evaluation as per contract and service level agreements.

- Ensure that the recurring payment list register for vendors is effectively managed and is up to date.

- Support the vendor creation/amendment process and ensure the necessary due diligence checks are evidenced.

- Manage the process/agents for ensuring eligible VAT reclaimed.

- Support the inventory process – ensuring that an inventory takes place within the office and all residences and the results are accurately recorded. Ensure inventory is updated when there is a change in circumstances – i.e. office/residence refurbishment or arrival/vacation at residence.

- Regular reporting of expenditure and initiatives devised and monitored – to ensure good value of money across Strategic Business Units. 

- Support specific  projects that will improve efficiencies and/or increase compliance and/or any other initiatives that will yield benefits to British Council Kenya.

- Ongoing analysis of procurement reports against dedicated business streams and/or WBS areas to ensure accurate management of purchasing and vendor usage.

- Support tendering and other procurement activities.

- Support with purchasing decisions and ensure purchase orders for goods and services are created in accordance with the corporate and local processes and policies. 

- Ensure appropriate compliance with purchase order approvals, goods receipting and invoice transfer (as guided by the Finance team).

- Support staff training on procurement, share knowledge and support staff by ensuring compliance with all aspects of procurement.

- Contribute to FCCF (Financial Control and Compliance Framework) and end of month/end of year deliverables as guided by Finance team.

- To work within, and make a significant contribution to, a high performing Business Support Services team. 

- To be knowledgeable about, and engaged with, the British Council Values, code of conduct and Equal Opportunity and Diversity guidelines. 

Key relationships: (include internal and external) 

Internal:

- All operational teams, particularly those team members who are responsible expenditure and vendor management.

- Head of Business Support Services, Procurement Manager and Finance team.

- Global Services and Global Service desk team.

External:

- Vendors

- Regulatory bodies

- British High Commission

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