Short Term Procurement and Administrative Assistant

General Summary and Background:

The purpose of the Afya Ugavi Activity under the USAID Global Health Supply Chain Program – Procurement and Supply Management project is to address the supply chain and health commodity systems strengthening needs of the family health, malaria, and HIV/AIDS programs within Kenya. This will be directed through technical assistance (TA) at both the national and county level. The task order will support the Ministry of Health (MOH) Department of Family Health (DFH), National Malaria Control Program (NMCP), and the National AIDS and STI Control Program (NASCOP).

Job Summary:

The incumbent will be responsible for the efficient coordination of procurement and administrative functions at the Activity. S/he will be well versed in general administration and procurement guidelines. S/he will ensure close functional collaboration with other unit staff to enhance efficiency provision of services and accountability.

Duties and Responsibilities:

• Process requisitions for the procurement of goods and services, including requesting for quotations, preparing and facilitating approval of quotations analysis report, and issuance of Local Purchase Orders (LPOs)/contracts/agreements.
• Place orders with the selected suppliers and follow up on the delivery of good and services, as per the order specification.
• Track the status of all procurement transactions in the Procurement tracker.
• Liaise with Finance team to process payments for all goods delivered and services rendered.
• Reconcile vendors Statement of Accounts.
• Maintain proper procurement records, including electronic and hardcopy procurement files for each purchase and tracking the usage of suppliers.
• Provide administrative and logistical support to conferences, workshops and meetings.
• Ensure all required records are maintained, complete and up to date and in line with PSM requirements.
• Support with archiving of operations related records electronic and hardcopy formats.
• Make relevant hotel reservations and liaise with vendors as appropriate.
• Coordinate logistical support for staff.
• Perform other day-to-day administrative duties at the Nairobi office

Qualification and competencies

• Bachelor’s degree in Purchasing and Supplies Management, Business Administration or related field from a recognized institution.
• Minimum of three (3) years work experience in an equivalent capacity.
• CIPS or KISM certification is an added advantage.
• Sound knowledge and experience with donor rules and regulations i.e. USAID.
• Interpersonal skills and the ability to communicate effectively at all levels (written and verbal)
• Self-starter with strong organizational skills
• Excellent interpersonal and communications skills.
• Ability to work in a team environment is a must.
• Ability to exercise confidentiality and high levels of professionalism.

Level of Effort and Location

This is a short-term position to be based in Nairobi, Kenya.

Supervision

The Procurement and Administrative Assistant will report to the HR and Operations Director.