JOB DETAILS:

To professionalize and centralize procurement and logistics across the company’s retail outlets, partnership projects, and capital asset purchases by executing the Procurement Policy, ensuring competitive, transparent, donor-compliant sourcing; reliable availability of inputs; strong supplier performance; and a complete audit trail. The role coordinates closely with the CFO, COO, CPCO and branch managers to achieve best value for money and on-time, in-full deliveries.

Key Responsibilities:

Procurement governance & compliance

• Implement the Procurement Policy across three categories: Inventory procurement for Trading, Project Material procurements, and Capital Assets; select methods per thresholds (Direct, Restricted, RFQ, Formal Tender) and document every step.
• Prepare and execute RFQs/RFPs, manage bid evaluations (technical & financial), and minute Procurement Committee recommendations; ensure approvals per policy.
• Enforce Internal Sourcing for project materials already dealt in by the company (crop inputs, livestock inputs, food items) and arrange inter-departmental transfers.
• Apply donor rules (e.g., Mastercard Foundation/USAID/WFP/FCDO) and secure waivers where applicable; file all supporting evidence for audits.

Supplier management & ethics

• Maintain a pre-qualified supplier list, conduct annual due diligence (registration, tax, E&S safeguards), and track vendor performance (quality, timeliness, price stability, responsiveness, after-sales).
• Enforce conflict-of-interest declarations, no-gift policy, and blacklisting procedures where warranted.

Inventory & logistics coordination

• Collaborate with the company’s branch managers and operations teams to align POs with forecasts, seasonality etc.
• Oversee receiving & inspection (expiry dates, batch/lot traceability, GRNs), manage returns/claims, and ensure on-time, in-full (OTIF) deliveries with proof-of-delivery.

Planning, analytics & systems (Odoo)

• Clean item/vendor masters; configure reorder rules (ROP/EOQ), lead-times, and safety stocks—prioritizing A-class items.
• Drive a disciplined PR→PO→GRN→Invoice flow in Odoo, with project/budget coding, and publish weekly dashboards (OTIF, stock-outs, PPV, cycle times).

Documentation & audit readiness

• Maintain the complete file set per procurement event (PR, bids, evaluation, approvals, PO/contract, GRN/Inspection, invoices, tax docs) and retain for ≥7 years.
• Support internal/external audits; implement corrective actions within agreed timelines.

Risk management

• Mitigate single-source risks, ensure legal/regulatory compliance and apply emergency procurement controls with timely ratification.

Requirements:

• Bachelor’s degree in Supply Chain Management, Procurement, Logistics, Business, or related field.
• Professional certifications (added advantage):
• CIPS, APICS/ASCM CSCP/CLTD, or equivalent.
• 3–6+ years in procurement/logistics within agribusiness/FMCG or donor-funded contexts; demonstrable RFQ/RFP/tender management and supplier scorecards.
• Hands-on ERP experience (Odoo preferred), strong Excel/analytics, and contract management.
• Commercial acumen, negotiation, planning, data rigor, stakeholder management, and impeccable ethics aligned to the company’s Procurement Policy and Supplier Code