Job Title: Procurement and Administration Officer- ActionAid Kenya
Job Role
Role Overview:
The position shall be responsible for support in Procurement and Administrative processes, Hotel and Flight bookings, Front desk management to ensure value for money, timely delivery, and staff/visitors facilitation/support for efficiency in AAIK operations.
Accountabilities
Key Accountabilities / Responsibilities:
Values Practice & Strategy Change Priorities
• Leading Innovation and Change – Establish a culture of excellence in respective to a team that values experimentation and continuous improvement
• Feminist Leadership – Championing feminist leadership principles and values including commitment to diversity and inclusion (race, gender, power)
• Child protection and safeguarding – Embed AAIK and sector’s approach to child protection and Safeguarding is embedded in all initiatives holistically
• AAIK Values Practice – Ensure a personal and team culture that demonstrates all AAIK’s Values including Mutual Respect, Equity and Justice, Integrity, Solidarity with people Living in Poverty and Exclusion, Courage of Conviction, Independence, and Humility
Procurement
• In charge of Request for Quotations/Proposals and their analysis.
• Generation of requisitions from the procurement system.
• Carry out monthly procurement system update.
• Preparation of procurement documentation like Purchase Requisitions, Request for Quotations, Invoices Payment Requisitions and Submission to finance for payment processing.
Administration
• Management of front office, procedures, and systems that are consistent with AAIK policies.
• Organizing local and international air flight and hotel bookings for staff and guests.
• Efficiently managing the switchboard and visitors.
• Ensuring the front office equipment are in working condition and well serviced.
• Managing the meeting rooms bookings and ensuring the meeting rooms are clean and arranged before and after meetings.
• Matching invoices for LPO/Contracts, taxi services and telephone bills and preparation of payment requisition.
• Record keeping of all LPOs, RFPs, Quotations and Tender Documents.
• Efficient management and distribution of the store items.
• Providing maintenance of First-Aid kit.
• Providing general support services and ensuring general cleanliness and maintenance of the office.
Resource mobilization and accountability
• Participate in Expression of Interest and proposal development for funding.
• Maintaining a robust accountability system including Accountability to the people living in poverty and exclusion, AAIK’s resource partners, statutory obligations, and internal governance
Other Duties
• Perform other functions that will be assigned by the Procurement and Administration Coordinator from time to time.
Typical People Management Responsibility
Approximate number of people managed in total- 0
Matrix Manager – (projects/dotted line)- No
Team Leader- No
Manager of Team Leaders/Managers- No
What is the global remit? Operates in:
Own country- Yes
Key Relationships to reach solutions
Internal (to ActionAid or team)- External
Country Senior Management Team- International Platforms, Partner community, CBOs, NGOs, networks and alliances
Procurement and Administration Coordinator- Government offices
Peer Officers- Peer international NGO Officers
Person Specification
Education & Certifications
• A Bachelor’s Degree in Purchasing and Supplies Management, Finance, Business Administration or its equivalent from a recognized institution.
Experience
• Satisfactorily served as Administration or Procurement Assistant or a comparable position with similar responsibilities in an INGO for a minimum period of three (3) years.
• Hotel and flight booking locally and internationally and import & export is an added advantage.
• Experience in asset and facilities managements
Essential knowledge & skills
• A strong commitment to AA’s vision, mission, and values, especially the rights based approach and the principles of equal opportunity as outlined in AAIK
Code of Conduct.
• A strong commitment to adhering to and promoting AAIK’s approach to Feminist leadership, Sexual Harassment, Exploitation, and Abuse and other Safeguarding concerns (including child abuse and abuse of adults at-risk).
• Knowledge of Assets and facilities management.
• Knowledge on hotel and flight bookings, couriers’ services, car hire and import/ export is an added advantage.
• High degree of integrity, dependability, and confidentiality.
• Excellent planning, prioritization, and communication skills.
• Good interpersonal and communication skills coupled with ability to influence, negotiate, advice, mentor, and train.
• Strong sense of initiation, responsibility, ownership, and excellent attention to detail to get things done well and fast.
• Good analytical and negotiation skills; excellent planning and prioritization skills
• Proficiency in Microsoft Office suite.
• Excellent skills in facilitation and capacity building for inter-linkages amongst staff, partners & stakeholders.
Desirable Knowledge and Experience
• Female candidates highly encouraged to apply.
• Knowledge and experience on front office operations, hotel and flight booking and care hire services.
• Demonstrable ability of end-to-end procurement process.
• Proficiency in usage of the SunSystem.
• Knowledge and experience in finance is an added advantage.
Please send your CV and cover letter to hresources.Kenya@actionaid.org by close of business on 30th June, 2022. You are requested to highlight in the cover letter how you specifically meet the criteria for this role. ENSURE TO CLEARLY INDICATE WHICH POSITION YOU ARE APPLYING FOR IN THE SUBJECT LINE.
Due to high volumes of applications received, we can only correspond with short listed applicants. ActionAid International Kenya promotes diversity and welcomes applications from all section of the community.
Female candidates are highly encouraged to apply
For full job description: https://kenya.actionaid.org/jobs/2022/procurement-and-administration-officer
