Administration and Procurement Officer

• Coming up with the procurement plan that encompasses requirements by all projects and share with management for approval and continually update it with the progress.
  
• Preparation of RFQs/RFPs and issuance of Purchase Orders/Contracts in tandem with JFK and Donor Procurement guidelines
  
• Convene Procurement Committee meetings, record minutes and implement recommendations.
  
• Support the monitoring of procurement documents to ensure compliance with Admin policies and providing feedback to the requesters.
  
• Work with the Logistics & Procurement Assistant to ensure procurement thresholds and methods meet policy and Donor guidelines.
  
• Monitor services provided by contractors e.g. security and maintenance
  
• Ensuring the implementation of an archiving system for Admin department
  
• Consolidating, monitoring and analyzing administrative data submitted by field teams.
  
• Establish and maintain good relationships with service providers.
  
• Conduct supplier due diligence and provide risk assessment reports.
  
• Perform supplier performance appraisal and advise procurement committee.
  
• Ensure all contractors, vendors and consultants are paid on time and that any outstanding issues are brought to the Administration Manager’s attention.
  
• Ensure delivery to the programmes of procured goods and services.
  
• Ensure proper recording and accountability for all goods in the stores.
  
• Follow up the vehicle fueling system and ensure adequate fueling requirements for vehicles.
  
• Ensure that the orders are followed up.
  
• Assist Supervise the Procurement Assistant, Cleaner and Gardener
  
• Ensure the offices and ground are well maintained by the relevant staff and guarantee availability of their needs for cleaning and maintaining the garden.
  

Requirements

• Ability to work independently and as a team player.
  
• Good communicator who has sound interpersonal skills with the ability to establish and maintain relationships.
  
• Well organised and able to prioritize work and understanding his/her work outputs.
  

• Bachelor’s degree in Purchasing & Supply, CIPS, CILT.
  
• Post Graduate degree in Procurement and Supply is a distinct advantage.
  
• At least two years’ experience at a similar level
  
• USAID procurement experience a must.
  
• Clean class 4 drivers license.
  
• Good technical knowledge of procurement management and follow-up.
  
• Ability to be thorough and ensure efficiency and effectiveness in procurement.
  
• Good negotiations skills
  
• Excellent planning and organization skills.