Procurement Officer, Twiga Foods

Procurement Planning

• Proactively partner with       respective departments and teams in the organization, assess their       non-trade procurement requirements for various planning horizons and       convert the requirements into phased procurement plans in alignment with       their approved budgets and cash flow forecasts

• Non-trade procurement plan       developed and signed-off by respective functional department managers and       shared with the Chief Accountant to be incorporated in the annual budget       planning cycle and reviewed monthly/quarterly in line with budget review       cycle

Supplier Management

• Create and maintain a       supplier framework which inculcates a just-in-time procurement culture       for high-use goods and consumables, with standardized ordering and       delivery windows direct to the user, minimizing the quantity of goods and       consumable inventory held in storage on Twiga premises

• Seek non-trade suppliers who       can deliver the requirements of the non-trade procurement plan and       evaluate their capability to supply including visiting their locations,       obtaining references to confirm their ability to supply within the       supplier framework

• Coordinate the activities of       the procurement committee, set up meetings, share agendas in advance and       minutes within 12 hours of the meeting

• Document and avail the list       of pre-qualified non-trade suppliers per class of supplies. Diversify the       supplier portfolio for the purpose of maximizing financial and       operational performance and minimizing risk

• Manage the KYC process for       onboarding non-trade suppliers, and maintain tight controls over supplier       master data, including closure of dormant accounts

• Manage the relationship       between non-trade suppliers and Twiga, ensure effective communication       across all stakeholders and resolving all issues with non-trade       suppliers.

• Conduct routine visits to       key non-trade suppliers and participate in supplier audits

Executing the Procurement Process

• Own supply agreements,       leasing contracts and purchase orders and ensuring timely closure,       cancellations or renewals to ensure all costs are current and accurate

• Review all Requests for       Quotations/Proposals (RFQs / RFPs) ensuring they contain all relevant       information and to proceed to the next step in the process

• Send out all RFQs/RFPs to       the pre-qualified non-trade suppliers per class of supplies and       aggregating the quotations received on a timely basis for review

• Raise all orders - Local and       Overseas Purchase orders (LPOs/OPOs).

• Conduct a detailed analysis       of quotations/proposals provided by non-trade suppliers to understand key       drivers of costs and in that way engage actively in negotiations       regarding specifications, costs, terms, delivery period, after sale       service etc., to ensure components and services are sourced at the best       value and most preferential total cost.

• Correctly matching the selected       quotes and communicate declines to unaccepted quotations

• Confirm that non-stores and       services are received physically and acknowledged in the system by       various users in conformance to the 3-way matching procedure and policy       standard

• Receive store inventory       physically and general services into the ERP in conformance to the 3-way       matching procedure and policy standard

• Confirm that the returns       process for all deliveries that do not conform to specifications, have       price or volume inconsistencies or are delivered later than the agreed       date and adhered to

• Thoroughly evaluate all       component and capital cost changes to ensure that variances are       substantiated, aligned with users and approvers prior to updating any       transactions/changes to the system

• Close over-age LPOs and       cancel incorrect LPOs and initiating correcting or supplementary LPOs

Disposal Management

• Aggregate all obsolete fixed       assets and consumables across all functions in the organization and       prepare disposal requisition in keeping with the Twiga disposal policy       for approval

• Execute the disposals as       approved

Reporting

• Report all outstanding LPOs       on an ageing basis to inform the accrual process

• Reconcile the Goods received       pending invoicing ledger and reporting on an ageing basis

• Present comprehensive,       accurate and informative reports with trends, insights, concerns, and       recommendations clearly elaborated

Self-management

• Model Twiga’s culture and       way of working

• Proactively manage own       performance and deliver performance objectives and outcomes set

• Attend monthly 1-on-1       performance enablement discussions and quarterly performance reviews with       the line manager, and institute corrective action where performance falls       below expectation

• Proactively manage own       learning and development

• Adhere to the annual leave       plan agreed with the line manager

• Adhere to people management       policies

Compliance

• Comply with all organization       policies, procedures, and statutory guidelines. Minimize and mitigate       risks to the organization and enforce zero-tolerance to non-compliance

• Close gaps/lapses identified       as an outcome of audits; risk and/or any other compliance review;       investigations; or other assessment mechanisms and take       corrective/preventive actions within the agreed timelines

Other

• On a weekly/monthly basis,       participating in the physical stock taking exercise for trading gods in       conjunction with the wider accounting team

• Participate in regular Fixed       Asset verification and tagging exercise in the location(s) in conjunction       with the wider accounting team

• On a quarterly basis,       participating in the business wide crate/pallet physical verification       exercise and recommending write-offs losses