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Supply Chain Management Officer

Position Summary

The Supply Chain Management Officer is responsible for supporting the efficient planning, coordination, and implementation of procurement and supply chain activities in compliance with the Public Procurement and Asset Disposal Act, applicable regulations, and organizational policies. The role ensures that the acquisition of goods, works, and services is conducted in a transparent, cost-effective, and accountable manner while maintaining value for money and supporting the organization's strategic objectives.

The position is also responsible for supplier management, procurement planning, inventory control, market research, contract administration, records management, and the proper handling of stores and organizational assets. Working closely with internal departments and external stakeholders, the officer contributes to the smooth delivery of procurement services while ensuring compliance with legal and regulatory requirements.

Key Responsibilities

1. Procurement Planning and Sourcing

The Supply Chain Management Officer supports the planning and execution of procurement activities to ensure the timely acquisition of goods, works, and services.

Key responsibilities include:

• Source goods, works, and services in accordance with procurement laws, regulations, and internal policies.

• Prepare and process purchase requisitions for approval.

• Raise Purchase Orders (POs), Local Purchase Orders (LPOs), and Local Service Orders (LSOs) in line with approved procurement decisions.

• Prepare Requests for Quotations (RFQs), bidding documents, and other procurement documentation.

• Coordinate procurement processes from requisition to contract award.

• Ensure procurement activities are completed within approved timelines and budgets.

• Monitor procurement schedules to minimize delays in service delivery.

• Support the preparation and implementation of annual procurement plans.

2. Supplier and Contract Management

The officer is responsible for maintaining productive relationships with suppliers while ensuring procurement processes remain fair, transparent, and competitive.

Responsibilities include:

• Maintain and regularly update the register of prequalified suppliers.

• Coordinate supplier prequalification exercises in accordance with organizational requirements.

• Upload approved supplier information into the ERP system and organizational website.

• Liaise with suppliers to ensure timely delivery of goods, works, and services.

• Monitor supplier performance based on quality, pricing, reliability, and delivery timelines.

• Support contract administration by ensuring supplier obligations are fulfilled.

• Resolve supplier-related issues in consultation with relevant stakeholders.

• Promote ethical procurement practices throughout the supplier management process.

3. Tender and Procurement Administration

The role supports the administration of competitive procurement processes in compliance with procurement legislation.

Responsibilities include:

• Participate in the preparation of tender documents.

• Assist in advertising procurement opportunities through the appropriate procurement portals.

• Participate in tender opening sessions and maintain accurate tender records.

• Support tender evaluation committees by providing procurement documentation.

• Prepare procurement reports and award documentation.

• Ensure procurement decisions are properly documented and approved.

• Maintain confidentiality throughout the procurement process.

4. Inventory and Stores Management

The Supply Chain Management Officer supports effective inventory management to ensure organizational resources are properly safeguarded and utilized.

Responsibilities include:

• Participate in periodic and annual stock-taking exercises.

• Verify receipts and issues of inventory.

• Inspect delivered goods to confirm compliance with specifications.

• Maintain accurate inventory records.

• Support inventory reconciliation and investigate stock variances.

• Ensure proper storage, preservation, and security of inventory.

• Coordinate the disposal of obsolete, damaged, surplus, or unserviceable stores in accordance with approved procedures.

• Support Board of Survey activities relating to asset verification and disposal.

5. Market Research and Procurement Analysis

The role contributes to informed procurement decision-making through market intelligence and supplier analysis.

Responsibilities include:

• Conduct regular market research to identify pricing trends and supplier capabilities.

• Carry out periodic market surveys to support procurement planning.

• Analyze market conditions that may affect procurement costs or supply availability.

• Provide recommendations that improve value for money.

• Support the evaluation of supplier performance using established performance indicators.

• Assist in preparing annual procurement rate analyses.

6. Records Management and Compliance

Maintaining complete and accurate procurement documentation is an important responsibility of the role.

Responsibilities include:

• Maintain procurement files and contract documentation.

• Ensure safe custody of procurement records for easy retrieval.

• Update procurement records within the ERP system.

• Prepare procurement reports for management and regulatory agencies.

• Assist in preparing quarterly procurement reports.

• Support publication of procurement information in relevant procurement systems.

• Ensure compliance with document retention policies and statutory requirements.

• Maintain confidentiality of procurement information.

7. Compliance, Governance, and Risk Management

The officer supports compliance with procurement legislation while promoting transparency and accountability.

Responsibilities include:

• Ensure all procurement activities comply with applicable procurement laws and regulations.

• Support implementation of procurement policies and standard operating procedures.

• Participate in procurement audits and implement audit recommendations.

• Identify procurement risks and recommend mitigation measures.

• Promote ethical procurement practices and prevent conflicts of interest.

• Monitor adherence to procurement approval procedures and delegated authority levels.

• Support continuous improvement initiatives within the procurement function.

8. Reporting and Administrative Support

The role also provides administrative support that enhances the efficiency of procurement operations.

Responsibilities include:

• Prepare procurement correspondence and management reports.

• Support internal monitoring and evaluation of procurement activities.

• Coordinate communication with suppliers and internal departments.

• Assist in organizing procurement committee meetings.

• Support implementation of procurement improvement projects.

• Perform any other procurement-related duties assigned by management.

Academic Qualifications

Applicants should possess:

• Bachelor's Degree in Procurement and Supply Chain Management, Procurement and Supplies Management, Business Administration (Procurement or Supply Chain option), Logistics, or another related field from a recognized institution.

• Certification as a Certified Procurement and Supply Professional (or equivalent) where applicable.

• Membership in a recognized professional body such as the Kenya Institute of Supplies Management (KISM) or the Chartered Institute of Procurement and Supply (CIPS).

• Proficiency in Microsoft Office applications and ERP procurement systems.

Required Experience

The successful candidate should demonstrate:

• Practical experience in procurement, supply chain management, or public procurement.

• Experience preparing procurement documents including RFQs, LPOs, LSOs, purchase orders, and tender documentation.

• Experience coordinating supplier management activities.

• Knowledge of inventory management and stock control procedures.

• Experience maintaining procurement records and preparing procurement reports.

• Familiarity with public procurement legislation, regulations, and best practices.

• Experience using ERP or electronic procurement systems is an added advantage.

Key Competencies and Personal Attributes

The ideal candidate should possess the following competencies:

Technical Competencies

• Strong knowledge of procurement principles and supply chain management.

• Good understanding of public procurement legislation and regulatory requirements.

• Knowledge of contract administration and supplier relationship management.

• Strong analytical and problem-solving skills.

• Proficiency in ERP systems and Microsoft Office applications.

Communication and Interpersonal Skills

• Excellent verbal and written communication skills.

• Strong negotiation and stakeholder management abilities.

• Ability to work effectively with suppliers, regulatory agencies, and internal departments.

• Good report writing and presentation skills.

Organizational Skills

• Excellent planning and organizational abilities.

• Strong attention to detail and accuracy.

• Ability to manage multiple assignments simultaneously.

• Effective time management and prioritization skills.

Personal Attributes

• High ethical standards and professional integrity.

• Accountability and commitment to transparency.

• Ability to work independently and collaboratively within a team.

• Proactive, dependable, and results-oriented.

• Adaptability and willingness to embrace continuous improvement.

• Commitment to delivering high-quality procurement services and maintaining compliance with organizational policies and statutory requirements.

Application

Applicants MUST fill the Bio-Data Form, whose link will be availed in the Authority’s website. Applicants who will not fill the bio data form will have their applications rejected.

All applications must be submitted online on or before 17th August, 2026, by 5.00 pm. Physical application will not be accepted.

Interested and qualified? Go to National Drought Management Authority on docs.google.com to apply