Fairtrade International is an internationally recognized, non-profit organization that works to secure fairer trade terms so that farmers and workers in developing countries can invest in a better future for themselves and their communities.
Duties & Responsibilities
Procurement Planning and Strategy
- Develop and implement procurement plans based on administrative and programmatic needs and budget allocations.
- Collaborate with programme managers, finance, and operations teams to forecast procurement needs.
- Ensure procurement activities comply with donor regulations, organisational policies, and legal requirements.
- Work with the Finance Manager and Project managers to determine procurement needs, quality and delivery requirements.
- Work with the finance manager to build a robust contract management system for All procurement contracts.
Supplier Management
- Identify, evaluate, and establish relationships with reliable suppliers and service providers.
- Conduct market research to assess price trends, availability of goods, and supplier capabilities.
- Negotiate contracts, terms, and pricing to achieve cost savings and ensure value for money.
- Maintain and update a database of pre-qualified suppliers and vendors.
Procurement Process Execution
- Prepare and issue purchase orders, request for quotations (RFQs), and tenders.
- Evaluate supplier bids and proposals based on quality, cost, delivery timelines, and compliance with Fairtrade Africa standards.
- Ensure all procurement documentation (contracts, purchase orders, invoices) is complete and accurately recorded.
- Monitor delivery timelines, inspect goods upon receipt, and co-ordinate with relevant departments to verify quality and quantity.
Compliance and Risk Management
- Ensure that all procurement activities adhere to donor regulations, ethical standards, and anti-corruption policies.
- Identify and mitigate procurement risks, including fraud, conflict of interest, and supplier non-performance.
- Maintain proper documentation and audit trails for transparency and accountability.
Budget and Cost Control
- Work closely with finance teams to align procurement expenditures with organisational budgets.
- Track and report on procurement expenditure and cost savings initiatives.
- Optimize procurement strategies to achieve financial efficiency while maintaining quality.
Stakeholder Engagement
- Collaborate with internal teams (programme, operations, finance, administration) to ensure timely and accurate procurement.
- Engage with external stakeholders, including regulatory authorities, and industry networks, to stay informed of procurement best practices.
Reporting and Record Keeping
- Maintain accurate procurement records, including purchase orders, supplier agreements, and receipts.
- Prepare and submit procurement reports for management and donor reviews.
- Support internal and external audits by providing necessary documentation and reports.
Qualifications, Experience, and Skills
Qualifications
- Bachelor’s degree in Procurement, Supply Chain Management or a related field.
- Professional Certification Chartered Institute of Procurement and Supply (CIPS) qualifications or the Certified Professional in Supply Management (CPSM).
- Must be a member of the Kenya Institute of Supplies Management (KISM).
Experience and Knowledge
- 5+ years of experience in procurement or a similar position.
- Strong understanding of international trade laws, import regulations and logistics.
- Proficiency in procurement software and ERP Systems.
- Ability to multi-task and work in a fast-paced environment.
Skills
- Excellent negotiation, communication and supplier management skills.
- Strong problem-solving abilities and attention to detail.
- Strong communication and negotiation skills.
- Good analytical and strategic thinking skills.
- High level of integrity, accountability, and professionalism.
- Ability to manage multiple tasks and work under tight deadlines.
- Team player with strong interpersonal skills.
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