Procurement, Store-keeping, Supply Chain, Customer Care, Business Management.
Distribution Manager
(REF. KEMSA/HRA/DM/HR/1/2024)
PURPOSE STATEMENT
The job holder’s responsibility is to coordinate KEMSA’s optimal route planning, Internal fleet management, regional co-ordinators and dispatch activities for effective and timely distribution of Health Products and technologies to the customers as per approved delivery schedules.
PRINCIPAL ACCOUNTABILITIES
- Oversee preparation of distribution schedules for goods and allocate appropriate vehicle/ truck.
- Develop a dispatch schedule for tracking out going orders
- Develop and deploy route plans.
- Ensure load integration for economy
- Co-ordinate and respond to emergency deliveries.
- Ensure vehicle check listing in liaison with Quality Assurance
- Oversee staging and verification of loads for both 3PL and internal fleet
- Preparation and dissemination of daily dispatch reports
- Oversee proper management of dispatch records
- Manage performance contracting of staff within Planning and dispatch
- Formulate and coordinate annual work plans for both Planning and dispatch
- Oversee implementation of distribution processes automation
- Oversee risk management within planning and dispatch
- Coordinate the distribution budget i.e. fuel, garage and motor vehicle insurance costs.
QUALIFICATIONS, KNOWLEDGE AND EXPERIENCE
- Master’s Degree in Business related discipline Supply Chain Management, Logistics, Commerce or its equivalent from a reputable institution.
- Bachelor’s Degree in Business related discipline Supply Chain Management, Logistics, Commerce or its equivalent from a reputable institution
- 10 years’ relevant work experience in logistics or its equivalent and at least three (3) of which should have been at the grade of senior management position.
- Must have undertaken a Senior management course lasting not less than 4 weeks from a reputable institution.
- Proficiency in computer applications.
- Must fulfil the requirements of Chapter Six of the Constitution
Warehouse Manager
(REF. KEMSA/HRA/WM/HR/2/2024)
PURPOSE STATEMENT
The position is crucial in ensuring that commodities are received in full as per delivery notes, properly stored tomaintain form and quality, accurately documented while in custody and shipped/dispatched as per approved orders.
PRINCIPAL ACCOUNTABILITIES
- Responsible for planning, directing and coordinating all activities of the warehouse.
- Ensure implementation of standard operating procedures (SOPs) in the warehouse covering receipt, storage,dispatch, returns from customers, packaging in line with pharmaceutical distribution best practices.
- Develop and implement distribution and delivery scheduling for all customers and ensure timely picking anddispatch of customer orders.
- Coordinate with logistics department in ensuring timely dispatch and delivery of orders to customers.
- Plan and manage storage of goods in the warehouse in accordance with the FIFO/FEFO policy, and ensuringmost efficient picking process.
- Responsible for the cyclical and annual physical inventory counts
- Ensure employee training on best warehouse practices and safety is provided
QUALIFICATIONS, KNOWLEDGE AND EXPERIENCE
- Master’s Degree in Business related discipline Supply Chain Management, Logistics, Commerce or its equivalent from a reputable institution.
- Bachelor’s Degree in Business related discipline Supply Chain Management, Logistics, Commerce or its equivalent from a reputable institution
- 10 years’ relevant work experience in a Warehouse or its equivalent and at least three (3) of which should have been at the grade of senior management position
- Must have undertaken a Senior management course lasting not less than 4 weeks from a reputable institution.
- Proficiency in computer applications.
- Must fulfil the requirements of Chapter Six of the Constitution
Human Resource Manager
(REF. KEMSA/HRA/HRM/HR/3/2024)
PURPOSE STATEMENT
The job holder is responsible for providing leadership to the Human Resource department and developing the HR strategy and people agenda in line with the business strategy. He/she is tasked with formulating, planning, coordinating, monitoring, and implementing optimal resourcing capacity in the organisation and ensuring optimal employee engagement and retention to fulfil KEMSA’s mandate.
PRINCIPAL ACCOUNTABILITIES
- Lead in development of Human Resource Management strategies, policies, procedures and systems and ensure adherence to the same by all staff.
- Lead workforce planning and manage the staff establishment and analyse staffing levels in the Authority and recommend proposals for succession planning and proper deployment of staff.
- Establish and monitor staff recruitment, promotion, discipline and capacity building across the Authority.
- Lead and coordinate organizational change including culture change initiatives in the Authority.
- Lead the development and coordination of staff welfare and other incentive schemes for the Authority.
- Oversee performance management across the Authority and ensure linkage to reward and career progression.
- Advise on the development and implementation of disciplinary and grievance handling mechanisms.
- Oversee monitoring and evaluation of the effectiveness of training and development programmes.
- Oversee employee relations across the authority and champion the people agenda across the Authority to ensure engagement, employee satisfaction and retention.
QUALIFICATIONS, KNOWLEDGE AND EXPERIENCE.
- Bachelors’ degree in any of the following disciplines: – Human Resource Management, Public/Business Administration or equivalent qualification from reputable institution.
- Master’s degree in any of the following disciplines: – Human Resource Management, Public/Business Administration or equivalent qualification from reputable institution
- Higher National Diploma in Human Resources or Certified Human Resource Professional (CHRP) qualification or its equivalent from a reputable institution.
- Cumulative ten (10) years’ relevant work experience and at least three (3) of which should have been at the grade of senior management position.
- Membership of the Institute of Human Resource Management and holder of valid practising certificate.
- Must have undertaken a Senior management course lasting not less than 4 weeks from a reputable institution.
- Proficiency in computer applications.
- Must fulfil the requirements of Chapter Six of the Constitution.
Customer Service Manager
(REF. KEMSA/HRA/CSM/HR/4/2024)
PURPOSE STATEMENT
Advising the management on all issues related to customer service in the Authority.
PRINCIPAL ACCOUNTABILITIES
- Lead and implement customer service manual, policies, strategies and procedures to efficiently meet customer needs for enhanced customer satisfaction.
- Develop a standard customer experience and lead its implementation at all points of sales.
- Oversee the set up and operationalization of the call centre.
- Oversee the Logistics Management and Information System (LMIS) system and ensure its optimal functioning for timely and accurate order processing.
- Develop customer satisfaction goals and coordinate with the team to meet them on a steady basis.
- Lead satisfactory handling of customer complaints.
- Ensure data quality management and analysis and provide management with regular reports on commodity consumption for informed decision-making.
- Oversee the development and maintenance of an updated customer database in the Authority’s systems and ensure accurate records and documents for all customer service activities and discussions are in place.
- Establish and maintain good relationship with customers across the country.
- Lead capacity building on use of the LMIS system by customers.
- Champion a high customer-focused culture across the Authority.
- Develop the departmental budget and supervise its allocation and use.
- Manage the performance of assigned team and coach them to develop their competencies.
- Carry out any other role as assigned in line with delegated authority matrix
QUALIFICATIONS, KNOWLEDGE AND EXPERIENCE.
- Bachelor’s degree in Business Administration (Marketing) or equivalent qualifications from a reputable institution.
- Masters’ degree in any of the following disciplines; Business Administration, Science, Pharmacy, Marketing, or equivalent qualifications from a reputable institution.
- Cumulative ten (10) years’ experience and at least three (3) of which should have been at the grade of senior management position
- Membership to a relevant professional body and in good standing e.g. Marketing Society of Kenya (MSK), Chartered Institute of Marketing (CIM)
- Proficiency in Computer Applications.
- Must have undertaken a management course for not less than 4 weeks from a reputable institution.
- Must fulfill requirements of chapter six of the constitution of Kenya
Regional Sales & Marketing Executive – 2 Posts
(REF. KEMSA/HRA/RSME/HR/5/2024)
PURPOSE STATEMENT
Reporting to the Sales and Marketing Manager, the Regional Sales and Marketing Executive will be responsible for ensuring that KEMSA’s client requirements and requests are fulfilled. H/she will be responsible for sales and marketing of the commodities and sensitizing the County Health Teams in a given territorial region.
PRINCIPAL ACCOUNTABILITIES
The jobholder will have the following principal accountabilities:
- To manage sales and marketing function.
- To develop and implement sales and marketing strategies.
- To obtain and respond to feedback from Health Care personnel involved in drug management across various Counties within his/her region; NGO’s; FBO’s; Institutions on product requirements/performances and service levels.
- Ensure the sales force is properly trained on Policy and Procedures, Selling Techniques, Product Knowledge on Rational drug use.
- To relay relevant quality related information to the Quality Assurance Manager.
- To obtain monthly receipts, usage and stock holding for national health facilities.
- Analyze and evaluate results on a monthly and quarterly basis, and take the necessary corrective action in order to achieve desired profit levels
- Provide the relevant accurate input into the sales forecasting process to ensure optimal inventory availability at all times
- To ensure that the correct mix of stock is maintained at customer facilities to meet patient needs.
- Establish and maintain good relationships with all stakeholders.
QUALIFICATIONS, KNOWLEDGE & EXPERIENCE:
The requisite qualifications for this position will be as follows:
- A University Degree, preferably with pharmaceutical, medical or biomedical background.
- Knowledge and understanding of the public sector pharmaceutical market, identify opportunities and capitalise on them.
- Diploma in Sales & Marketing will be added advantage.
- Five (5) years’ experience in sales and marketing and should demonstrate achievement of set targets.
- Proficiency in MS Office suite and ERP platform.
- Possess a clean, valid Driving Licence free from any endorsements.
- Sales Ability/Persuasiveness and Customer Focus.
- Ability to work under little supervision and good time management.
Assistant ICT Manager
(REF. KEMSA/HRA/AICTM/HR/6/2024)
LOCATION:
The successful candidate will be deployed in the ICT Department, supporting the ICT Manager.
PURPOSE STATEMENT:
Reporting to the ICT Manager, the Assistant ICT Manager will be charged with the responsibility of deputizing and supporting the Department on implementation of the ICT strategy.
PRINCIPAL ACCOUNTABILITIES:
The jobholder will have the following principal accountabilities:
- Participates in the preparation of monthly, quarterly and annual reports
- Supervising, mentoring and coaching staff within the department.
- Support in planning and budgeting for the ICT resources.
- Supporting the provision of computer server services.
- Supporting the provision of computer network resources.
- Supporting computer software services.
- Supporting management on the computer resources requirements for the organization.
- Maintaining security of the computer resources.
- Supporting the data protection and recovery systems.
- Support the maintenance and updating of the Authority’s website.
- Supporting the PABX system.
- Liaison with ICT vendors on various aspects that include service and maintenance through the existing Service Level Agreements.
QUALIFICATIONS, KNOWLEDGE, SKILLS & EXPERIENCE:
The requisite qualifications for this position will be as follows:
- Bachelor’s Degree in Computer Science, Business Information Technology or other related qualifications from a recognized institution.
- Diploma in Information Communication Technology or equivalent qualification.
- Possession of professional qualifications such as CCNA, MCP, PMP, ITIL
- At least five (5) years’ working experience, with three (3) years in a Supervisory role.
Planning Officer
(REF. KEMSA/HRA/PO/HR/7/2024)
PURPOSE STATEMENT:
Reporting to the Planning and Continuous Improvement Manager (supervisor’s job title), the Business Planning Officer will be charged with the responsibility of organizing, coordinate and control the strategic planning and implementation process, which entails preparation of strategic and business plans, monitoring their implementation and evaluation of plan achievements in terms of business performance, strategy and objectives of the strategic and business plans
PRINCIPAL ACCOUNTABILITIES:
The jobholder will have the following principal accountabilities:
1. Support the formulation of strategic corporate business plans( short, medium and
long term)
2. Participate in the development of policies and strategies that will help management
achieve corporate goal and objectives as stipulated in the business plans
3. Coordinate the implementation process of the plans, enhancing its achievement
through continuous monitoring and evaluation and guiding management on
achievements and any other needs arising from the process
4. Develop and deliver routine progress reports on the strategic and business plan
implementation
5. Evaluation of the effectiveness, efficiency and appropriateness of service quality
standards and targets, making board recommendations for redressing performance
gaps
6. Develop measurable parameters to be used in measuring strategy implementation
and ensuring that business managers understand them
7. Monitor and communicate Performance contracting, Development Partner
requirements and align departmental targets to performance contracting SLA’s
(Service Level Agreements)
8. Ensure alignment of business plan metrics and other quantitative measurement
targets with KEMSA’s Performance Management Plan.
9. Conduct business discussions with external stakeholders including donors and
county officials
10. Coordinate donor funded programs
11. Ensure that KEMSA meets external reporting requirements for financing partners
and the Government of Kenya
12. Structure and communicate Performance contracting, Development Partner
requirements and align departmental targets to performance contracting SLA’s
(Service Level Agreements)
13. Coordinate resource mobilization and fundraising.
14. Perform any other duties as assigned
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QUALIFICATIONS, KNOWLEDGE & EXPERIENCE:
The requisite qualifications for this position will be as follows:
1. Minimum of five years’ experience in strategic planning or similar management or
coordination positions; experience in supply chain or health sector is desirable.
2. Bachelor’s Degree in business, health, pharmaceutical or related studies from a
recognized institution.
3. Demonstrable computer skills in MS Word, Excel, PowerPoint etc.
4. Knowledge and demonstrable use of AI tools required
5. Strong skills in strategic planning, project management, and qualitative
performance monitoring and evaluation.
6. Proficient writing communication skills with colleagues at various seniority levels
Distribution Officer
(REF. KEMSA/HRA/DO/HR/8/2024)
PURPOSE STATEMENT
Reporting to the Distribution Manager, the Distribution Officer will support the department in ensuring 100% distribution reach to health facilities through appropriate co-ordination of distribution strategies.
PRINCIPAL ACCOUNTABILITIES
The jobholder will have the following principal accountabilities:
- Support and oversee the preparation of distribution plans for medical commodities.
- Prepare and submit program reports on timely basis
- Co-ordinate quarterly Third-Party Logistics Providers performance review meetings and prepare subsequent reports.
- Co-ordinate data capture in Warehouse Management Program (WMS) and Enterprise Resource Planning (ERP)
- Handling of complaints from transporters and other stakeholders.
- Co-ordinate distribution plans.
- Oversee staging of loads
- Facilitate submission of the Departmental Performance contract metrics and reports.
- Handling of complaints and giving feedback to customers.
- Supervision, performance review and training of staff
- Budget preparation
- Verification and processing of accountable documents in the Department.
QUALIFICATIONS, KNOWLEDGE AND EXPERIENCE:
The requisite qualifications for this position will be as follows:
- Bachelor’s Degree in Supply Chain Management or related studies from recognized institutions.
- Diploma in Supply Chain Management.
- Hands-on experience in supply chain management.
- Proficiency in MS Office Suite applications (MS-Word, Excel, PowerPoint.
- Knowledge of fleet management and physical distribution is an added advantage.
- Five (5) years working experience in a busy environment, preferably in a supply chain set-up.
County Sales & Marketing Officer
(REF. KEMSA/HRA/CSMO/HR/9/2024)
PURPOSE STATEMENT
Reporting to the Regional Sales & Marketing Executive or the Head SSD, the County Sales and Marketing Officer will be responsible for managing the sales and marketing function within specified/allocated Counties or other customers of the Supplementary Services Division (SSD). He/she will be responsible for ensuring that KEMSA’s client requirements and requests within the specified Counties are met and also market and sell commodities to the allocated counties or SSD Customers. The positions will be based in various County Locations across the Country.
PRINCIPAL ACCOUNTABILITIES.
The jobholder will have the following principal accountabilities:
- To develop, implement and execute sales and marketing strategies within the County.
- To liaise with the respective County Administration, Health teams or SSD Customers on medical supply matters to ensure continued supply of commodities.
- To follow up on payments for sales already made (debt collection).
- To obtain and respond to feedback from Health Care personnel involved in drug management at County, Sub-County and Rural Health Facilities or SSD customers on product requirements/performances and service levels.
- To conduct and obtain market intelligence and penetration of new/emerging markets
- To relay relevant quality related information to the Quality Assurance Manager.
- To obtain monthly receipts, usage and stock holding for the health facilities or SSD Customers.
- To analyze and evaluate results on a monthly and quarterly basis, and take the necessary corrective action in order to achieve desired profit levels.
- To provide the relevant accurate input into the sales forecasting process to ensure optimal inventory availability at all times.
- To ensure that the correct mix of stock is maintained at customer facilities to meet patient needs.
- To establish and maintain good relationships with the entire clientele
- Conduct risk analysis, advise on key elements and mitigation measures within the function.
QUALIFICATIONS, KNOWLEDGE & EXPERIENCE:
The requisite qualifications for this position will be as follows:
- Bachelors’ Degree from a recognized institution preferably with pharmaceutical, medical or biomedical background.
- Diploma or equivalent qualifications in Sales and Marketing from a recognized institution.
- Proficiency in use of MS Office applications and ERP platform.
- Two (2) years’ experience in sales/marketing function.
- Demonstrable understanding of how the public health sector supply chain operates.
- Possess a clean, valid Driving Licence free from any endorsements.
Internal Auditor
(REF. KEMSA/HRA/IA/HR/10/2024)
PURPOSE STATEMENT
Reporting to the Internal Audit and Risk Manager, the Internal Auditor will assist in planning, executing and reporting on the operational, financial, regulatory and compliance related audits of KEMSA. The Internal Audit Assistant will be responsible of providing assurance on internal controls, risk management and governance processes of the Authority and submit a report to the Internal Audit Manager & Internal Audit Officer.
PRINCIPAL ACCOUNTABILITIES
The jobholder will have the following principal accountabilities:
- Assisting in implementing, developing and executing comprehensive audit programmes
- Ensuring high professional standards with the guidelines of internal auditing standards (IPPF)
- Reviewing and recommending improvements on internal control systems;
- Facilitating risk assessments;
- Assist in formulating and implementing risk based annual internal audit plans in liaison with the team members and supervisor;
- Maintaining high audit standards within the department and adherence to plans, budgets and work schedules, ensuring compliance with existing regulations, instructions and procedures in financial and other operations;
- Preparation of audit reports
- Carry special audit assignments as instructed
- Carry the follow-up activities to ensure timely implementation of recommendations action plans
- Ensuring that Authority assets and equipment, supplies, stores etc. are appropriately recorded in relevant registers, maintained and kept safely.
QUALIFICATIONS, KNOWLEDGE AND EXPERIENCE
The requisite qualifications for this position will be as follows:
- Bachelor’s Degree in Finance/Accounting/Economics or any related business degree from a recognized institution
- Be a Certified Public Accountant (K) or other recognized equivalent qualifications.
- Must be a member of ICPAK/IIA/ACCA in good standing
- Knowledge of ERP systems, Audit Command Language (ACL), Risk management
- Over 3 years’ working experience.
Records Management Officer
(REF. KEMSA/HRA/RMO/HR/11/2024)
PURPOSE STATEMENT
The Records Management Officer will manage the organization’s records in line with the requisite legal provisions, KEMSA requirements and the internationally recognized Records Management best practices as envisioned by the ISO:15489. The position holder will be in the Administration Department but shall be deployed in an appropriate area to support the records management function.
PRINCIPAL ACCOUNTABILITIES
The jobholder will have the following principal accountabilities:
- Ensuring complete and accurate records that demonstrate integrity and authenticity for purposes of supporting business and admissibility during audits.
- Assisting the organization by ensuring efficient contract administration between KEMSA and suppliers through sound records management and bring-ups.
- Ensuring safe custody of KEMSA records thus ensuring compliance security and reliability of records and information therein at all times.
- Digitization of records and establishing a functional Electronic Records Management System (ERMS).
- Conducting records inventory, retrieval and dissemination of information to action officers on a need-to-know basis
- Ensuring that the Records Management functionality adheres to KEMSA’s Records Management Policies, standards and is in accordance with all legal requirements as well as the international best practices.
- Assisting in the administrative duties of the Operations Directorate by conducting follow-ups on supplier queries complaints
- Managing all records for the downstream supply chain functions.
- Conduct risk analysis, advise on key elements and mitigation measures within the function.
QUALIFICATIONS, KNOWLEDGE AND EXPERIENCE
The requisite qualifications for this position will be as follows:
- Bachelor’s Degree in Information Sciences, Archives or Records Management or related qualifications from a recognized institution.
- Three (3) years’ experience in a busy records management function in public or private sector.
- Have professional qualifications from the Kenya Library Association or any other recognized professional body.
- Excellent ICT skills to enable automation and sharing of information in a collaborative environment.
Forklift Plant Operator – 2 Posts
(REF. KEMSA/HRA/FLO/HR/12/2024)
PURPOSE STATEMENT
Reporting to the Warehouse Supervisor, the Forklift Plant Operator will be charged with the responsibility of ensuring safe movement of commodities within the variousWarehouse locations.
PRINCIPAL ACCOUNTABILITIES
The jobholder will have the following principal accountabilities:
- Ensuring the safety (of people, commodities and other equipment) and operation of the assigned Forklift and Reach Truck.
- Facilitate the receipt of commodities at the Receipt Bay during unloading.
- Facilitate the dispatch of commodities at the Dispatch Bay during distribution.
- Facilitate the safe movement of commodities within the assigned Warehouse.
- Facilitate movement of commodities during re-warehousing.
- Facilitate the movement of commodities from the racks and other storage locations to the assigned areas.
- Ensure that the Forklift/Reach Truck is serviceable and in good working condition.
- Report any mechanical or other faults on the assigned equipment to the Supervisor.
QUALIFICATIONS, KNOWLEDGE AND EXPERIENCE
The requisite qualifications for this position will be as follows:
- Be in possession of a mean grade of D Plain at Kenya Certificate of Secondary Education (KCSE).
- Hands-on experience operating Forklifts/Reach Trucks of NOT less than 3 years in a supply chain or manufacturing set-up.
- Be in possession of a valid driving license Class B-C-E-G free from any endorsement.
- Ability to work under minimum supervision.
- Those with Certificates in First Aid or Occupational Safety and Health will have added advantage.
DESIRED PERSONAL ATTRIBUTES:
Applicants will be required to have the following attributes:
- Honesty
- Integrity
- Flexibility
- Team player
- Good time management skills
- Effective communication
Method of Application
Successful candidates will be required to satisfy the following requirements of Chapter Six (6) of the Constitution of Kenya 2010:
- Police Clearance Certificate from the Directorate of Criminal Investigations;
- Tax Compliance Certificate from the Kenya Revenue Authority.
- Higher Education Loans Board (for University Graduates)
- Ethics and Anti-Corruption Commission Clearance
Those interested and who meet the above requirements are invited to apply for the job.
The application should be accompanied with a detailed curriculum vitae, copies of certificates and testimonials addressed as below should reach the Chief Executive Officer not later than 31st January 2024.
The applicant’s envelope should quote the Reference Number of the position they are applying for.
Ag. Chief Executive Officer,
Kenya Medical Supplies Authority,
13 Commercial Street Industrial Area,
P.O. Box 47715-0010,
NAIROBI
Attn. Director HR & Administration
‘The Kenya Medical Supplies Authority is an Equal Opportunity Employer Committed to Diversity and Gender Equality’.
NOTE: Canvassing will lead to automatic disqualification.