Kisumu - Procurement Associate

About Fresh Life

Fresh Life is an award-winning social venture based in Nairobi, Kenya. We undertake two exciting lines of work:

• We provide safe, sustainable sanitation services to residents living in urban informal settlements of Nairobi, Kisumu and Eldoret using end-to-end non-sewered sanitation solutions. Watch here!

• We partner with cities to develop and deliver safe sanitation and waste management for urban residents. Using a systematic methodology, we match cities’ sanitation and waste management needs with technology and service delivery models, and then offer clear guidance on the steps that governments, funders, service providers and technology developers can take to develop and implement integrated service delivery systems.

Operational since 2011, The Sanergy Collaborate serves over 150,000 urban residents with safe sanitation services every day and safely removes nearly 20,000T of sanitation waste per year. We have built a team of over 400 employees from diverse backgrounds who all embody the drive, creativity, teamwork, and passion that make us achieve our goals. For our work, we have been recognized by the Gates Foundation as part of the 2030 Sustainable Development Goals accelerator and by Fast Company as one of the 10 most innovative companies in the world doing social good and one of the 10 best companies in Africa.

As a Procurement Associate, you play a crucial role in ensuring the seamless execution of procurement plans, adhering to company policies and timelines. This role requires a blend of organizational skills, attention to detail, and effective communication to facilitate the procurement process from request to delivery. You will collaborate with various departments, vendors, and internal stakeholders to maintain a smooth flow of goods and services.

1. Procurement Request Management:

• Execute daily, weekly, and monthly procurement plans.

• Review and approve purchase requests in a timely manner.

• Convert approved purchase requests into purchase orders (POs).

• Follow up on PO approvals.

• Notify vendors once POs are ready.

2. Payments and Financial Management:

• Schedule and follow up on payments.

• Share remittances with vendors and internal customers.

• Ensure timely payment processing within agreed credit terms.

• Send remittances to vendors and notify users upon payment completion.

• Work with vendors to secure favorable credit terms.

3. Documentation and Compliance:

• Ensure all relevant procurement documents are provided to accounting.

• Monitor vendor accounts and update the Statement of Accounts (SoA) tracker.

• Request monthly statements of accounts from vendors.

• Resolve procurement-related CAPA projects within specified timelines.

4. Vendor Management:

• Source quotations from suppliers and negotiate for favorable prices.

• Maintain a comprehensive and updated supplier database.

• Foster and maintain strong relationships with vendors.

• Collaborate with vendors to achieve mutually beneficial partnerships.

5. Collaboration and Communication:

• Collaborate with QHSE for quality standards checks.

• Work closely with warehouse teams to ensure accurate stock item records.

• Act as an advisor to clients facing challenges in the procurement process.

• Collaborate with operational teams to update the Procurement Plan.

6. Insurance Claim Management:

• Follow up on insurance claims from initiation to closure.

• Own the end-to-end process of insurance claims.

7. Continuous Improvement:

• Identify and share opportunities for procurement process improvement.

• Analyze root causes of non-adherence to procurement processes.

• Utilize CAPA platforms to resolve identified causes.

• Bachelor's degree in Supply Chain Management, Procurement, or a related field.

• 2 years of experience supporting procurement, supply chain, and warehouse operations in Manufacturing, or Construction.

• Proven experience in contract negotiation, vendor management, cost reduction, and strategic sourcing.

• Solid knowledge of procurement processes, policies, and systems.

• Effective communication skills, both written and oral.

• Accurate and precise attention to detail.

• Strong process orientation with a disciplined approach to work.

Key skills

• Detail-oriented: Meticulous approach to tasks and processes.

• Integrity: Demonstrates a high level of ethical standards and professionalism.

• Strategic & Critical Thinker: Ability to analyze problems and devise strategic solutions.

• Strong Follow-Through Skills: Capable of multitasking, prioritizing, and efficiently managing time.

• Time Management: Exhibits a strong work ethic to meet deadlines and commitments.

Job Location: Kisumu

Application Deadline: February 14, 2024