Esther Chepng'etich Rotich

Procurement Clerk

Kenya Ordinance Factories Corporation

01.2015 - Current

Receiving Request for purchasing and expediting
Updating list of Supplies
Preparing/processing payment documents
Working on procurement files(filing)
Preparing Procurement Memos
Updating Procurement data to generate reports
Preparing Quotations
Raising Local Orders
Carry out any other procurement clerical duties
Updating external and internal procurement reports
Facilitating routine overseas and local procurement
Updating/evaluating suppliers introduction letters to the system as per the procurement act 2015 and the regulation of 2020
Preparing monthly/daily/weekly data analysis report for the department
Review tender specifications from user departments for approval by the approving officer
Prepare procurement plan within approved budget;
Prepare tender documents
Offer secretariat services to the Procurement Committees
Initiate local purchase orders and service contracts for approved procurement
Coordinate/Assist stores department and acceptance team on receiving of goods/supplies including development of appropriate inventory management and issuance procedures
Coordinate receipt and inspection of orders and completed contracts
Coordinate logistics for distribution of common supplies to users
Ensure an efficient issues systems for stores items to users ensuring adherence to budgets
Ensure quality, cost effective and timely documentation of all procurement processes
Put in place system for continuous monitoring of stock level for stores items for timely Replenishment and quality management
Interpret contract provisions and review contracts for accuracy and changes prior to bidding and renewal
Ensure maintenance of completed documentation of each order and contract from tendering to full payment
Ensure quality and timely production of documentation of contracts and tenders ensuring the organization's interests in all supply arrangements are protected
Participate in the conduct of market price surveys;
Monitor, document and report on the progress of every supply order and contract at agreed intervals
Carry out any other duties as may be assigned from time to time
Receiving goods from suppliers and issuing to user departments
Posting stock quantity into ledger, bin cards and computer
Forwarding of invoices
Ensuring proper security of stock items
Preparing monthly reports on stock