Procurement Coordinator

Job Description:

• Review approved purchase requisitions for completeness (specs, quantities, budget, timelines) and assign follow-up actions to the Procurement Assistant.
• Coordinate RFQ sourcing strategy (supplier selection, invitation list, timelines) and ensure quotation comparisons are complete and accurate before approval.
• Lead supplier evaluation and selection decisions (pricing, quality, lead time, compliance documents) and approve recommendations before LPO issuance.
• Review and approve LPOs in line with the approval matrix; ensure LPOs are issued promptly and shared with suppliers/internal users.
• Oversee delivery follow-up for all open LPOs; escalate delays/backorders, agree corrective actions with suppliers, and update internal stakeholders.
• Ensure receiving confirmations are properly completed with Stores/Users (delivery notes, GRNs, service completion confirmations).
• Manage resolution of procurement issues (wrong items, short deliveries, damaged goods, delays) including replacements, credit notes, and supplier accountability.
• Enforce full procurement documentation compliance and filing standards (requisition, RFQ, quotes, comparison, approvals, LPO, GRN/delivery note, invoice, contracts/warranties).
• Coordinate with Finance/Accounts to ensure supplier invoices match LPO and delivery documentation (3-way matching controls) and support timely payment processing.
• Provide weekly status updates to management (open requisitions, open LPOs, pending deliveries, escalations, and key supplier issues).
• Develop, monitor, and manage departmental budgets and procurement plans.
• Lead supplier sourcing and evaluations, ensuring alignment with organizational standards.
• Negotiate high value contracts and framework agreements to secure favorable terms.
• Support compliance with statutory and regulatory procurement requirements.
• Consolidate procurement needs from different departments to leverage economies of scale.
• Conduct market analysis to identify trends, price fluctuations, and alternative sourcing options.
• Standardize procurement processes and introduce best practices for efficiency.
• Review and approve supplier prequalification processes to ensure only vetted suppliers are engaged.
• Monitor and analyze procurement KPIs to track departmental performance.
• Provide management with regular reports on procurement activities, savings, and supplier performance.

Minimum Qualifications:

• Bachelor’s Degree in Procurement, Supply Chain, or related field.
• Must be a fully registered member of the Kenya Institute of Supplies Management (KISM).
• Professional certifications (e.g., CIPS) will be an added advantage.
• Minimum 3 - 5 years’ progressive experience in procurement and supply chain, with at least 2 years in a supervisory or coordinator role.
• Demonstrated experience in supplier negotiations, contracts management, and strategic sourcing.