Procurement and Administration officer at Christian Blind Mission (CBM)

Procurement

· Develop a coherent procurement master plan to guide procurement activities for all departments of the Regional Office and the Country Office Kenya for the year. This includes but is not limited to goods and services such as workshops venues, catering services, IT equipment and related accessories, consultants etc.

· As a committee member, participate in the selection/use of pre-qualified suppliers; vendor rating to ensures fair vendor selection for all procurement processes per the set thresholds

· Receive and check for clarity and approval of all procurement requests from various departments

· Prepare bid proposals, RFPs and tender documents for approval before circulation. Coordinate receipt of quotations from suppliers

· Analyze quotations and prepare bid analysis as per CBM procurement guidelines

· As a member of the procurement and tender committees, prepare minutes and reports of discussions and decisions held;

· Raise LPO and LSOs documentation for approval

· In conjunction with the requester, receive and verify the deliveries of orders from suppliers within the recommended timeframe;

· Ensure all procurements are thoroughly documented in agreed format and filed within the right timeframe

· Maintain a supplier database

· Manage communication with vendors and staff to facilitate smooth implementation of procurement procedures.

Administration

· Insurance administration for motor vehicles and CBM assets in liaison with the Insurance Brokers.

· Verify physical inventory and stock by conducting spot checks periodically and investigating discrepancies.

· Maintain an up to date and accurate asset register.

· Supervise outsourced services such as cleaning, security, gardening

· Oversee maintenance of assets, equipment and machines as needed such as office generator, signage, water supply, electrical installations, electric fence, gardening, security and sewerage systems

· Coordinate timely disposal of old and obsolete office equipment and assets, as guided by CBM guidelines on disposal

· Ensure proper allocation, maintenance and utilization of equipment and office furniture especially those in the common areas;

· Maintain proper record keeping in regard to billings, service contracts and ensure that queries/anomalies are dealt with

· Act as the custodian of the Regional Office keys, to ensure the office is opened on time and properly closed at the end of the work day, following the relevant SOPs for office safety and security.

· To comply with all safety and health procedures and requirements at CBM and, at all times ensure your own safety and health and that of other persons who may be affected by your acts or omissions at CBM.

· In the absence of the driver, supports in driving services

Professional and Personal Profile:

Education, Knowledge & Professional Experience

• A Bachelor’s Degree in any business related field with a specialization or bias in Procurement
• CIPS qualification and KISM membership will be an added advantage.
• At least 4 years progressive relevant on job experience, preferably in a busy NGO setting.
• Valid driving license and driving experience skills
• Certificate of good conduct
• Excellent interpersonal skills with the ability to develop and maintain strong cross-cultural professional relationships
• High degree of accountability
• Excellent organisational and coordination skills
• Team player with strong interpersonal skills
• High level of professionalism, maturity and integrity when dealing with sensitive information and issues
• Experience of working with people with disabilities, and the disability-inclusive development sector would be a considerable advantage
• Willingness to adhere and commit to CBM’s values