PROCUREMENT AND ADMINISTRATION OFFICER

Main purpose

The holder of the position will 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.

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.

Minimum Requirements

1. A Bachelor’s Degree in Purchasing and Supplies Management, Finance, Business Administration or its equivalent from a recognized institution;
2. 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;
3. Experience in asset and facilities managements;
4. Knowledge and experience in front office operations, hotel and flight booking and care hire services.
5. Proficiency in usage of the SunSystem.
6. Knowledge and experience in finance operations is an added advantage.

Salary of Kshs 99,221 per month

RECRUITMENT IS ON A ROLLING BASIS