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Title: Procurement Associate

Reporting to: Procurement Manager

Location: Ruiru

About Food 4 Education

Food for Education (F4E) is an African-led, women-led social enterprise that uses technology, smart operations and logistics to provide low-cost, high-quality meals that improve nutrition and education outcomes for primary school children in Kenya.

We are growing quickly. Our mission is to scale models that prioritise efficient supply chain management and sustainable sourcing, so we can continue lowering the cost of school lunches. We have delivered over 40,000,000 meals since 2012 and are expanding to reach our goal of serving at least 1,000,000 public primary school students in Kenya every day by 2027.

About the Role

The Procurement Associate will play a key role in ensuring the timely procurement of Goods/Works/Services at the Food for Education warehouse. The Procurement Associate will be responsible for overseeing end-to-end procurement processes and supplier management. The ideal candidate will ensure support for efficient and timely procurement of goods/works and services while upholding high ethical and integrity standards.

Our Values

At Food for Education, our values are guiding principles that provide us with purpose and direction and set the tone for our interactions with all stakeholders:

• Build with excellence and curiosity - We’re not afraid to try new things and iterate as much as we can to find the best and most efficient way to get results;
• Be the change you seek - We acknowledge that continuous improvement is a shared responsibility;
• We do what we say; and say what we do - We embrace an ownership mentality;
• Ask why; and commit- Share openly and question respectfully and commit fully. When we understand the why, we are able to work with a purpose.

Key Responsibilities:

1.Procurement Execution

• Receive incoming Purchase Requisitions, verify specifications are clear, and conduct sourcing events if required items are not already on contract.
• Sending out RFQs to prequalified suppliers, receipt of bids/quotations.
• Follow Procurement policies and guidelines in sourcing, identify supply sources for Goods/Works/Services.
• Prepare a summary report/bid analysis of supplier bid responses and submit them to the Supply Chain Manager for review.
• Ensure safe delivery and receipt of ordered goods and services.
• Resolve conflicts of deliveries where they occur amongst suppliers.
• Consolidates all required documentation for presentation to Finance for timely supplier payment for materials and services delivered.

2.Suppliers' contact relationship and management

• Continuous market assessment, price survey, and Supplier Prequalification process based on the set guidelines.
• Ensure that the suppliers understand contractual conditions and supplier performance indicators.
• Identify & resolve or escalate contract-related issues both internally and externally.
• Analyze supplier performance based on customer feedback information & other sources and coordinate with suppliers for improvement.

3.Data Management and Analysis

• Track and analyze procurement performance and savings against established target levels (Department KPIs).
• Conduct spend analysis to support strategic sourcing activities and Supplier Relationship Management.

4.Control & Audit Compliance

• Maintain proper filing and record-keeping (whether physical or in soft copy) as per the guidelines set by the management.
• Implementation of agreed audit recommendations in the procurement process as per the guidance given by the HoD.

5.Training and capacity building

• Coordinate, participate in, and/or train F4E staff on F4E Procurement Policies, Processes, and Systems.
• Conduct Partners' / suppliers' capacity assessment and capacity building.

6.Any other duties

• Any other duty that may be assigned by the supervisor or designee.

Knowledge/Qualifications for the Role.

• University degree in Supply Chain Management/ Procurement/Purchasing, and Supplies Management
• At least 4 years of experience in Procurement or Supply Chain
• A CIPS/KISM certification Level 4 will be an added advantage
• Computer literate with excellent working knowledge of Google Suite
• Experience in working with an Enterprise Resource Platform (ERP)
• High professional ethics and integrity
• Good interpersonal and organizing skills
• Strong communication skills.
• Experience working in the INGO/FMCG in a similar role is an added advantage

We are an equal opportunity employer

All qualified applicants will receive consideration for employment without regard to age, ancestry, colour, family or medical care leave, gender identity or expression, genetic information, marital status, medical condition, national origin, physical or mental disability, political affiliation, race, religion, sex (including pregnancy), sexual orientation, or any other characteristic protected by applicable laws, regulations and ordinances.

Career Growth and Development

We have a strong culture of constant learning and we invest in developing our people. You will have weekly check-ins with your manager, and regular feedback on your performance. We hold career reviews every six months and set aside time to discuss your aspirations and career goals. You will have the opportunity to shape a growing organisation and build a rewarding, long-term career.

We aim to contact all our applicants, but due to the high volume of applications only shortlisted candidates are contacted. If you do not hear from us within two weeks your application might not be successful on this occasion. This does not mean you will not be considered for future roles so please keep an eye on our job board and apply for positions that match your skills and experience.