KEY RESPONSIBILITIES
Procurement & Sourcing
Implement procurement strategies and policies aligned to agency business objectives.
Lead end-to-end procurement for marketing, creative, media, production, digital, events, and administrative needs.
Source competitive quotations in line with company policies and Kenyan & Tanzanian procurement standards.
Maintain an approved vendor list for all agency's needs
Prepare and issue purchase orders (POs) and ensure proper documentation.
Vendor & Supplier Management
Identify, evaluate, and onboard reputable suppliers in Kenyan & Tanzanian.
Build and manage long-term supplier partnerships and framework agreements
Negotiate prices, credit terms, and service level agreements to ensure value for money.
Monitor and evaluate vendor performance on quality, timelines, compliance, risk assessment and continuity planning
Resolve supplier disputes and escalate service issues where necessary.
Contract & Compliance Management
Ensure all procurement processes align with Kenyan & Tanzanian laws (where applicable), internal audit requirements, and company policies.
Maintain accurate and auditable procurement records including RFQs, quotations, LPOs, delivery notes, contracts, and payment schedules.
Manage procurement risks including supplier concentration, delivery failures, and compliance breaches.
Work with the Finance team to ensure VAT compliance, ETR receipts, and proper financial documentation from suppliers.
Budgeting & Cost Control
Support Client Service and Production teams with quotations and budget alignment for client projects.
Track procurement spending to ensure adherence to project budgets, internal cost controls and savings achieved
Identify opportunities for cost savings without compromising quality.
Cross-Departmental Collaboration
Work closely with the agency departments to understand upcoming procurement needs.
Coordinate procurement for marketing collateral, promotional materials, branded merchandise, media buying support, event setups, and production requirements.
Ensure timely delivery of procured items to meet campaign and client timelines.
Reporting & Documentation
Prepare monthly procurement status reports for management.
Maintain a supplier database with up to date contact information, performance ratings, and contract details.
Ensure proper documentation of all purchases for audit and tax purposes.
Lead procurement related internal and external audit engagements.
QUALIFICATIONS & EXPERIENCE
Required Experience:
Bachelor's degree in supply chain management, Procurement or related field.
Professional certification such as CIPS or membership with KISM (Kenya Institute of Supplies Management) is a strong advantage.
4 years' experience in procurement, preferably within advertising, media, events, production, or a fast-paced Company in Kenya & Tanzania.
Familiarity with Kenyan & Tanzanian tax requirements (VAT, ETR, withholding tax) when dealing with suppliers.
Strong negotiation, vendor management, and contract management skills.
Proficiency in procurement software and Microsoft Office tools.