Key Responsibilities:
Work with the programs Finance manager/KEMRI supply chain officers to establish contracts and Pricing and ensuring proper maintenance and serving as primary liaison with utilities and local Government agencies, such as fire, police, health and safety agencies
Manage relationships with key operations vendors
Prepare Monthly Procurement plan with Departmental heads
Review Supplies Requisition
Facilitate Quotation requests from the approved vendor list
Coordinate Quotation review and analysis with members of the procurement committee
Raise Local Purchase orders (LPOs) to vendors
Follow up to ensure timely delivery of supplies
Review the accuracy of Delivery Notes and Goods Received Note.
Review and approve all operational invoices and ensure they are submitted for payment
Assist in facilitating training & conferences
Manage the transport schedule for the vehicles
Oversee Maintenance/Services of all assets including vehicles and Motorcycles
Manage contracts & agreements between the Program & other service providers
Assist in booking air travels for the principal investigator and other staff Assets/Inventory Management (Take lead)
Develop operations systems by determining product handling and storage requirements; develop, implement, enforce, and evaluate policies and procedures; develop processes for receiving product, equipment utilization,
Inventory management and shipping
Work closely with inventory managers to perform analysis of inventory and ensure utilization of project inventory effectively, purchasing the right equipment, maintaining solid inventory data, and reduce sub-rental expenses
Maintain and update the asset register
Ensure labelling of assets
Perform quarterly asset verification on the site
Attend to other duties as required
Vacancy Requirements:
Degree in Business Administration Mandatory
Proficiency in Microsoft PowerPoint, Word, and Excel Mandatory
Minimum of 3 years of experience providing high-level administrative support to senior management. Mandatory
High-level organizational and time management skills to organize own work, establish priorities, and meet deadlines. Mandatory
Previous experience working with remote and multi-cultural teams Mandatory
Outstanding attention to detail. Mandatory
Excellent communication skills – interpersonal, written, and verbal. Mandatory
Fluency in English; other languages are an asset. Mandatory
A high level of integrity and understanding of ethical business and governance practices; Mandatory
Proficiency in administrative procedures and systems, managing files and records, presentations, and other office procedures. Mandatory
Understanding and familiarity with social media and technology. Mandatory
Excellent team player with a cooperative work style. Mandatory
Ability to work without supervision and be self-motivated Mandatory