Position Title: Procurement and Administration Officer

CARE International is an organization driven by its mission to overcome poverty and social injustice. We currently work in over 93 countries with a focus on women and girls as the most disproportionately affected by poverty, while engaging men and boys as well. CARE’s East, Central and Southern Africa Regional Office (ECSARO) is responsible for the oversight of CARE’s operations in the region as well as the provision of support to Country Offices in the region. We are looking for a bright, dynamic, innovative and resourceful person to join the Nairobi Shared Service Unit (SSU) within ECSARO in the capacity of Procurement and Administration Officer.

CARE USA Core Values Commitment:

The core Values Commitment describes who we are, what we do, and how we do it. It reflects our core values of TRANSFORMATION, INTEGRITY, DIVERSITY, EQUALITY, and EXCELLENCE, which serve as a foundation for all what we do. The core Values Commitment articulates our shared expectations of each other including our board, staff, volunteers, interns, partners and contractors globally.

Job Summary

The Procurement and Administration Officer at the Shared Services Unit (SSU) under the supervision of the Finance and Operations Manager will be responsible for the day to day Procurement, General Administration and office Facilities, Asset/ property, Transport (internal and outsourced), and Facility Safety and Security. S/He will ensure close functional collaboration with other unit staff to enhance efficiency provision of services and accountability.

Duties and Responsibilities  Supply Chain Management
Ensures effectiveness across the unit to attain cost effectiveness, efficiency, accountability, and timely supply, procurement of goods and services and value for money by:

• Prepare & send Purchase Orders to Suppliers and get acknowledgement of receipt and confirmation on delivery dates. Co-ordinate cash purchases from supplier premises as required
• Source for quotations, compile Supplier Bid Analysis (SBA), and award to successful supplier. Seek relevant approvals where necessary.
• Regular review and refresh the supplier/service provider database to ensure organization is getting value for money and meeting internal and external policies and laws.
• Regular review and refresh the supplier/service provider database to ensure CARE is getting value for money and meeting internal and external policies and laws.
• Establish and maintain good contacts with suppliers and service providers and other NGOs with regards to logistical/administrative matters.
• Follow up sent waybills with the consignee in country to ensure that deliveries are confirmed. (GRNs are received)
• Identify new sources of procurement in a proactive manner or according to specific requests by comparing the regional database with the global database to identify the most cost effective purchasing routes to meet the region’s and countries’ needs on time and to specified quality.
• Ensure appropriate practice in supplier pre-qualification, tender processes and asset disposal.
• Issue of pre-qualification documents, prepare supplier register.
• Carry out procurement related filing (both manual and electronic).
• Ensure that procurement, store management and transport policies and procedures are in place and adhered to at all times.

Administration and Facility Management

• Maintain oversight of efficient and cost-effective facilities management in relation to building and office management and related services of the unit (including cleaning, hygiene and general office well-being)
• Lead and offer advice on how to manage and maintain a simple but effective administrative system for the regional office.
• Maintain oversight and ensure timely payments of invoices related to office, administration and facilities management in Nairobi
• Ensure compliance with relevant registration procedures and our presence in the country e.g. OSHA
• Responsible for maintenance of facility leases ensuring that the leases remain valid and up to date.
• Responsible for the maintenance of leases and rental contracts.
• Ensure that staff work in a conducive environment where there is appropriate ergonomics, free from occupational hazards. Ensuring facilities are kept in good usable, safe and secure conditions. Liaise with the Landlords in case of the need for major repairs or maintenance.
• Security focal point for Nairobi office and responsible for ensuring that appropriate physical security systems are in place and staff are kept informed of the security procedures and systems:
• Organize regular security and safety trainings, drills and security information sharing.
• Coordinate the risk assessments, including issues around staff health and welfare.
• In liaison with IT Assistant and Office Assistant, maintain an accurate and updates access list ensuring timely activation and deactivation of new staff, staff leavers, visitors and temporary staff and contractors.

Travel and Events Management

• Liaison contact person for Events management requests coming from the region, country offices and the wider organization
• Provides information to staff members on entitlements, policy and procedures on official travel, in accordance with CARE policies and procedures.
• Maintain oversight of efficient and cost-effective local travel and transport related activities (taxis and rental vehicles) for staff locally and visitors from abroad.
• Flight Bookings & management, ensure that bookings are made on the most competitive fare that is value for money
• Coordinate local staff movement. i.e. Organize pick up and drop off for staff who arrive and depart from other countries
• Administer the taxi Applications-Uber and Little Cabs ensuring accurate and updated data maintenance
• Point of contact with all travel agents, taxi companies and hotels

Asset Management

In liaison with the Office Assistant and in relation to procurement and facilities:

• Responsible for storage of equipment and office supplies, ensuring that appropriate records are maintained
• Responsible for the maintenance and regular update of Regional Office property register according to policy
• Responsible for conducting annual physical verification of assets, preparation of annual physical verification reports in liaison with Office Assistant
• Responsible for equipment movement, ensuring that proper records are maintained

Other Responsibilities

• To produce and interpret monthly procurement and Administration reports
• Prepare and submit quarterly Furniture, Fixtures and Equipment (FF&E) reports to the Finance and Operations Manager

Qualification and Experience

• Professional qualification in commercial purchasing–supply standards, CIPS or equivalent
• Degree in Supply Chain Management or Logistics equivalent
• At least 5 years’ professional experience similar role
• Strong organizational and administrative experience.
• Excellent planning, coordination, prioritization, and time management skills.
• IT literacy in Microsoft Office (Word, Excel, Outlook) and experience with ERP systems
• Understanding of Occupation Safety Heath Act (OSHA)
• Ethical conduct in accordance with recognized professional and organizational codes of ethics.
• Proactive, resourceful, solutions-oriented, and results-oriented.
• Ability to work collaboratively.
• Knowledge of national and international import/export legislation and common customs regulations.

This job description is intended as a guide and should not be viewed as an inflexible specification as it may be varied from time to time in the light of developments and following discussion with the post holder

The position has working relations with the following:

Internal: RMU, CO’s, Internal Auditors, Procurement Committee

External: Other INGOs for benchmarking, regulators, vendors

Travel – Nil

This job description is intended as a guide and should not be viewed as an inflexible specification as it may be varied from time to time in the light of strategic developments and following discussion with the post holder