Job summary
Reporting to the Procurement and Administration Officer, the position holder is responsible for the provision of accurate and timely assistance in administration of the procurement process, in compliance with the organisational procurement process, maintaining compliance with donor procurement standards, AND providing administrative support services and assistance to the project team that facilitates the testing and evaluation of HIV-NCD integration model feasibility, systemic requirements, cost implications, challenges, acceptability for both patients and health care workers, and proposed solutions for successful implementation and scale -up.
Duties and responsibilities
Develop and implement cost-efficient procurement strategies
Contribute to the creation of the annual procurement plan
Oversee tendering, supplier pre-qualification, and performance reviews
Draft contracts, LPOs, modifications, work/task orders, and other contractual documents
Maintain updated supplier records and contract databases
Generate purchase orders and ensure timely delivery of goods and services
Evaluate procurement activities for compliance with policies, regulations, and standards
Guide staff on the appropriate procurement process based on expected monetary and authorization thresholds
Maintain an updated asset register aligned with finance records
Ensure timely acquisition of operational licenses and insurance renewals
Archive and manage procurement documents, including LPOs, RFPs, and tenders
Provide administrative support to project teams and assist in compiling reports
Collaborate with cross-functional teams to ensure smooth operations
Coordinate staff and regional travel arrangements, including accommodation and transportation
Oversee transportation and delivery of goods to required locations
Maintain records of logistics activities and implement strategies for operational efficiency
Monitor and review monthly work tickets and vehicle usage to ensure compliance with policies
Prepare procurement and administration reports for decision-making
Using various math skills and concepts, analyze information to facilitate quick decisions to choose suppliers, manage costs, and select quality goods and services
Ensure that information related to individual procurements is consistent, accurate, synchronized, and adequately documented
Ensure compliance with procurement laws and organizational standards
Produce periodic reports aimed at monitoring quality and compliance on procurement processes
Academic qualifications and experience
Bachelor's degree in Business Administration, Commerce, Finance, Procurement, Logistics, or a related field.
Professional Membership: Active membership in CIPS (Chartered Institute of Procurement & Supply) or KISM (Kenya Institute of Supplies Management) with a valid Supplies Management Practitioner's License
Desired skills, knowledge and abilities
Skilled in MS Office Suite (Word, Excel, PowerPoint)
Familiarity with procurement or ERP systems is an advantage
Excellent organizational and time management skills
Attention to detail