Procurement Officer

Job Posting Organization:
VIYA Health Enterprise Ltd is a private company dedicated to addressing the needs of women throughout their sexual and reproductive health journey. The organization focuses on eliminating barriers to trusted information, quality products, and essential services, ensuring that women can access the support they need with ease and confidence. VIYA Health aims to empower women to make informed choices that enhance their health and wellness by expanding options and addressing challenges related to accessibility. The company leverages an omnichannel strategy to create a seamless and supportive experience for women, utilizing innovative digital platforms and solutions to strengthen the delivery of high-quality information, products, and services. VIYA Health strives to improve women’s reproductive health outcomes and enhance their wellness journey, making a lasting impact across the communities they serve.

Job Overview:
The Procurement Officer is primarily responsible for managing the asset inventory and overseeing daily procurement activities within the company. Reporting to the Supply Chain Manager, the Procurement Officer will handle the entire procurement process from the initial request to the delivery of goods, works, and services. This role involves developing solicitations, advising staff on procurement methodologies, interpreting laws and regulations affecting requisitions and purchase orders, and assisting in the creation of Invitations For Bids (IFB) and specification documents that comply with statutory rules. The Procurement Officer will also conduct pre-bid conferences with potential vendors, review specifications for Requests for Proposals, negotiate and award contracts, and track monthly and annual reports reflecting company purchases and contracts. Additionally, the officer will initiate necessary changes in QuickBooks to ensure accurate record-keeping and reporting.

Duties and Responsibilities:
The Procurement Officer will assist in selecting appropriate suppliers and contractors while promoting good procurement practices in line with ethical purchasing standards and company policies. Responsibilities include drafting service level agreements to evaluate supplier performance, collaborating with internal stakeholders to determine procurement needs, and ensuring timely order placement and supply/demand alignment. The officer will monitor and improve supplier performance according to established Service Level Agreements, control expenses against approved budgets, develop sourcing strategies, and negotiate payment terms. Other duties include maintaining contracts with vendors, reviewing and updating inventory, receiving and inspecting orders, reconciling order discrepancies, monitoring delivery times, maintaining supplier relationships, coordinating annual overseas orders, conducting annual asset stock takes, and performing necessary administration and reporting tasks.

Required Qualifications:
Candidates must possess a Bachelor’s degree in finance, Supply Chain, Procurement, Operations, or a related field. Professional experience should include a minimum of 5 years in coordinating Supply Chain and Procurement functions, with at least 3 years specifically in the Pharmaceuticals sector. Experience in Fast-Moving Consumer Goods (FMCG) is advantageous. Familiarity with outsourced service management is also required. Strong communication and interpersonal skills are essential, along with technical proficiency in relevant financial software and tools. Experience with QuickBooks Enterprise Edition or similar ERP systems is highly desirable. Certification in Project Management, Lean Six Sigma, or equivalent is also highly desirable.

Educational Background:
A Bachelor’s degree in finance, Supply Chain, Procurement, Operations, or a related field is required for this position. This educational background provides the necessary foundation for understanding procurement processes, supply chain management, and financial principles relevant to the role.

Experience:
The ideal candidate should have a minimum of 5 years of professional experience in coordinating Supply Chain and Procurement functions. Out of these, at least 3 years must be specifically in the Pharmaceuticals sector, which indicates a strong understanding of the unique challenges and requirements within this industry. Experience in FMCG is considered an advantage, as it demonstrates versatility and adaptability in procurement practices across different sectors.

Languages:
While the job description does not specify mandatory languages, proficiency in English is likely essential given the international nature of the organization and the need for effective communication with suppliers and stakeholders. Additional language skills may be beneficial, particularly in regions where the company operates, to facilitate better relationships with local vendors and partners.

Additional Notes:
The position is based in Nairobi, Kenya, but may also be available in South Africa. The role requires up to 10% travel, indicating that the Procurement Officer may need to visit suppliers or attend conferences as part of their responsibilities. VIYA Health is an Equal Opportunity Employer, encouraging applications from qualified individuals regardless of race, religion, color, sex, age, national origin, disability, sexual orientation, marital status, or other personal characteristics. The organization values diversity and inclusion in its workforce.