Procurement Administrator at Adam Smith International

Duty Station: Nairobi, Kenya

Type: 12 months (w/ possibility of extension)

Deadline: 8th of April 2018 (2330hrs East Africa Time)

Background

The Somalia Stability Fund is a multi-donor fund working towards a peaceful, secure, and stable Somalia. It offers Somali stakeholders a source of multi-year funding that can respond to local needs and opportunities. The Stability Fund aims to contribute to enhancing stability in Somalia through the following programmatic outputs:

• Fault-lines for political conflict (FGS-FMS, inter & intra state) are identified and appropriately addressed.
• Enhanced popular participation in governance, particularly for women and excluded communities
• Increased government visibility and community engagement
• Reduced community vulnerability to conflict

Purpose

The SSF is seeking a Procurement Administrator to provide procurement support to the Procurement Unit to include support with coordination of all grant and contract management and compliance from project inception to closeout.

Key Tasks and Responsibilities

• In coordination with the Operations and Procurement Coordinator and Deputy Procurement Manager, provide procurement support to the Investment Management team.
• Compliance: Ensure procurement conducted under SSF is guided by the SSF Procurement Policies and Procedures Manual as well as the Handbook; Ensure SSF is audit ready and compliant with DFID and SSF II policies and procedure.
• Administration: Provide day to day management of the procurement inbox; drafting procurement related communication and ensuring the timely response to procurement related queries.
• Documentation: Ensure adequate documentation of procurement related processes and approvals in line with SSF’s requirements to ensure the Fund is audit ready. Support the Investment Managers and the Knowledge Management and Communication Unit with ensuring all required documentation has been accounted for and filed at Investment close out.
• Contract Management Support: Provide guidance and support to the Investment Managers with contract management and modification as required in addition to documentation.
• Coordination: Ensure good coordination between all relevant units and technical experts during the procurement process; Support and facilitate as required the weekly Investment Tracker meeting.
• Process Review: Support the periodic business process reviews to streamline SSF processes and maximise efficiency in delivering SSF.
• Documentation and Process Management: Support the operationalising of the procurement system of the SSF platform to ensure that it functions
  Reporting
• The Procurement Administrator will report to the Procurement Manager.

Key competencies and Experience

The Procurement Administrator will need to work effectively in a flexible and adaptive environment and enjoy working in a team. The position requires the following skills and experience:

• Degree in procurement, supply chain management or finance/accounting related degree;
• Minimum of three years of relevant experience working in procurement for DFID or other donor funded programmes;
• Experience in fragile states and Conflict Affection Country, preferably in Somalia;
• Essential IT skills inclusive of MS Office and demonstrated experience working with spreadsheets;
• Applicant must be able to demonstrate and may be required to undertake a short test during the selection process to verify skill level.
• Excellent communication, inter-personal and team-working skills.
• Political awareness, technical skills and ability to work in complex operating environments like Somalia.