Position: Purchasing and Procurement Manager

Reports to: General Manager and Global Head of Purchasing & Procurement

Role Profile

We are looking to bring on board an analytically minded individual to join our team as a Purchasing and Procurement Manager. The individual will be tasked with analyzing our current buying systems and creating best practices for day-to-day purchasing operations in partnership with the Finance team. He/she will establish purchasing goals based on company inventory needs, usage projections, and business consumption requirements. This position takes charge of the development and implementation of the purchasing strategy, policies & plan, including the procurement of products for sale and all non-saleable services and products required for business operations. Additionally, the role involves product pricing strategies, supplier contract renewals, negotiations, and ensuring quality and cost control, with a strong focus on contract management, the tendering process, and cross-functional collaboration.

Roles and Responsibilities

·      Strategic Alignment: Champion the development of the purchasing and pricing strategies in the organization and ensure alignment with the overall business strategy. Lead the development and implementation of proper purchasing policies, controls, SOPs, and processes. Develop, implement, and improve business planning capabilities by understanding and challenging market demand as well as leading internal activities to ensure these demands are met, covering both saleable products and non-saleable services and products.

·      Operational Excellence: Spearhead improvements to the current purchasing system that will improve vendor relationships, lower the cost of doing business, and improve the turnaround time of orders. Collaborate with the Warehouse Manager to develop metrics for gauging inventory level needs for both saleable products and internal business consumption items, and then maintain those levels throughout the year. Play a crucial role in creating profitable ways to manage obsolete and slow-moving stock to help offset losses. Review technical specifications for products received; ensure multiple options to buy products at the lowest price; ensure priority treatment when stock levels are low. Ensure that the procurement of non-saleable services and products aligns with the company’s operational needs and budget.

·     Supplier and Contract Management: Lead all negotiations in the purchase of supplies,equipment, materials, services, and products for sale for the business in accordance with company purchasing policies and budgetary restrictions. Oversee the contract management of warehouses, third-party service providers, and other key suppliers to ensure terms align with company objectives and compliance requirements. Track contract renewals well ahead of their expiries to ensure the company maintains the best value for money in any procurement task. Manage the tendering process for selecting suppliers, ensuring transparency, competitiveness, and value for money. Establish and maintain effective working relationships with suppliers, particularly for the procurement of FMCG products, to ensure alignment with the organization’s goals and vision. Track vendors for payment terms and partner with finance to ensure timely payment.

·   Cross-Functional Collaboration: Work closely with multi-department teams, including Finance,Warehouse, Sales, Marketing, and Operations, to ensure purchasing and procurement activities align with the company’s overall goals and strategies. Facilitate communication and collaboration between departments to ensure that purchasing decisions support broader business objectives and contribute to the organization’s success.

·      Cost Management: Represent the company in negotiating contracts with vendors to guarantee the best prices for both products procured for sale and non-saleable services and products. Identify opportunities for cost-saving within the purchasing department and organization at large. Evaluate and propose new purchasing programs and processes that will improve cost, quality, and customer responsiveness.

·    Product Pricing: Utilize key information such as market & economic trends, product acquisition price, transport, storage, and delivery costs to advise the final product prices. Work closely with the finance and warehouse teams to inform and review product prices to warrant the best price in the market and attainment of the organization’s profitability plans. Research and monitor competitor activities to advise management on product pricing and product sources to gain a competitive advantage in the market.

·    Procurement for Business Consumption: Oversee the procurement of all non-saleable services and products required for the business’s internal operations. Ensure that all procured items meet the company’s quality and budget standards. Collaborate with department heads to understand their requirements and ensure timely procurement of necessary items to support business continuity.

·    Budget Management: Lead the development of the purchasing budget and monitor its spend throughout the financial year. Create proper forecasting reports for planning purposes in line with market demand, sales performance, and business consumption needs. Work closely with the Finance Department in the execution of the purchasing budget, monitor and manage credit line limits in line with the said budget. Request credit line increases, and payments as appropriate.

·    Risk Management & Compliance: Identify and evaluate operational risks such as supply, quality, safety, environment, security, and regulatory compliance. Continuously monitor these risks to ensure proper mitigative actions are in place to cushion the company from exposure and drive consistent adherence. Evaluate supplier contracts to ensure they comply with government regulations and internal policies. Review and maintain a good record of purchasing files and records (purchase orders, contracts, etc.) to ensure compliance with company policies and procedures and ensure the availability of documentation. Review and monitor capital purchases to ensure compliance with company policies and procedures.

·      Performance Management: Manage the company's day-to-day purchasing activities, ensuring that each team member meets their personal performance standards. Maintain and develop operations performance by implementing KPIs & continuous improvement systems. Develop and promote a customer-focused orientation towards purchasing and materials management while promoting a collaborative culture between purchasing and all business units.

·         Margin & Profitability Management

o   Negotiate with suppliers to ensure competitive pricing and favorable terms.

o   Monitor and optimize margins to drive profitability.

o   Analyze cost structures and recommend strategies to enhance financial performance.

•        Supplier Management & Collaboration

o   Build and maintain strong relationships with suppliers to drive business growth.

o   Ensure suppliers align with company objectives and compliance standards.

o   Evaluate supplier performance and recommend improvements.

•        Promotion Planning & Execution

o   Develop and implement effective promotion plans in collaboration with suppliers.

o   Monitor the impact of promotions on sales and profitability.

o   Adjust promotional strategies based on market trends and data insights.

•        Marketing Activities

o   Coordinate with the Kyosk marketing team and Supplier Marketing Teams to drive Category / SKU brand awareness and customer engagement.

o   Plan and oversee change to in-App and digital marketing campaigns.

o   Ensure alignment between promotions and overall business strategy

•        Sales Performance & Reporting

o   Analyze sales trends and category performance to inform purchasing decisions and optimize inventory levels.

o   Collaborate closely with Commercial Teams to align purchasing strategies with sales objectives and promotional plans.

o   Provide regular reports on category performance, profitability, and key metrics, offering insights to support sales performance and drive business growth.

o   Recommend data-driven actions to enhance purchasing efficiency and overall business profitability.

•        People Management and Development: Recruit and manage a motivated and aggressive team to deliver the purchasing mandate. Schedule frequent one-on-one sessions with team members to evaluate performance, identify areas of development, and address any challenges. Analyze, develop, and monitor performance quality measures for the department.

Skills & Experienced required

• Bachelor’s degree in Business Administration, Supply Chain, or related field;
• A minimum of 6 - 8 years’ experience with a minimum of 3 years in a similar role as a Purchasing Manager within FMCG or retail;
• Experience in supply and demand planning is an added advantage;
• In-depth knowledge of the consumer goods industry with an interest in market dynamics along with an intuitive business sense; 
• Strong local knowledge, a deep understanding of consumers and a strong commercial acumen; 
• A good understanding of vendor management software;
• A knack for negotiating;
• Strong experience in managing teams of people across projects &/or business units;
• Strong analytical skills with a demonstrable ability to capture and communicate projections as well as to model out various scenarios using Excel; 
• A hands-on, empathetic and results-oriented approach to leadership and people management; and a ‘no-excuses’, ‘just do it’ approach to getting things done
• A member of the Kenya Institute of Supplies Management; Professional certification in Purchasing & Supply will be an added advantage;
• Strong financial analysis and forecasting skills. Ability to create and maintain basic financial and operation reports.
• Analytical thinker who can work independently with minimal oversight, ability to make educated decisions focused around business strategy
• Focused and cost-based mindset – always double-checking to ensure the best deal on products and will not hesitate to make a return if needed.

About Kyosk Digital Services Limited

Kyosk is a tech-led company that connects informal retailers and other similar outlets directly to fast-moving consumer goods companies (FMCGs).