Administration and Procurement Assistant at Saferworld

Job purpose

• The position holder will be responsible for providing comprehensive administrative support, managing schedules, and helping to streamline daily operations.
• You may also be required to make travel arrangements and assist with other duties when required.
• Make travel arrangements, such as booking flights and hotels
• Assist in preparing and organizing meetings, conferences, and events, including agendas and, notetaking

Roles and responsibilities

Administration

• Maintain a well-organized and tidy office environment.
• Manage office supplies, order new supplies as needed, and ensure proper stock levels.
• Handle incoming and outgoing mail and packages.
• Schedule and coordinate appointments, meetings, and conferences.
• Support team members in organizing meetings and events.
• Coordinate travel arrangements, including flights, accommodations, and itineraries.
• Ensure travel plans align with organizational policies and budget.
• Provide administrative support to staff as required.

Procurement

• Obtain quotations from various suppliers, negotiate terms and conditions, and prepare comparative bid analysis while evaluating suppliers' ability to deliver.
• Reviewing, recording and prioritising purchasing requests and obtaining additional information/documentation as required; providing assistance to requisitions in preparing scope of work and specifications of goods and services; proposing product substitutions consistent with requirements to achieve cost savings
• Oversee the program procurement function to ensure that all procurement is undertaken as per laid down laws, rules and regulations, while enforcing transparency and accountability in the procurement process to ensure value for money as per the organisation policy
• Prepare accurate and complete purchase orders for goods and services in strict compliance with Saferworld’s policy as well as donor requirements.
• Ensures project procurements are conducted within the stipulated timelines.
• Monitor and track purchase orders to ensure timely delivery.
• Collaborate with other departments, such as finance and logistics, to ensure smooth procurement processes are undetaken
• Undertake price negotiations for the selected procurements.
• Process procurement documents to facilitate timely payment of suppliers. Address and resolve issues pertaining to invoicing discrepancies.
• Ensure proper recording and custody of all procurement documents and inventory;
• Safeguard and manage procurement records and filing;
• Maintain accurate and organised database of prequalified supplies and existing contracts.
• Responsibility for physical assets

HR Responsibilities in coordination with Finance Officer

• Assist in the recruitment process.
• Coordinate new employee onboarding.
• Maintain accurate and up-to-date employee records on SharePoint
• Handle documentation related to personnel changes.
• Assist employees with benefit inquiries.
• Ensure HR practices comply with legal requirements

PERSON SPECIFICATION

• Bachelor's degree in Secretarial Studies, procurement, or Bachelor of Business and Office Management or equivalent qualification from a recognised institution; Diploma in the above field with commensurate experience may be considered
• Previous Work Experience in administration, procurement, supplies chain management preferably in an NGO/CSO or INGO
• Minimum of three (3) years’ experience in a busy organization procurement related function
• Experience in HR is added advantage

Professional certification: Graduate Diploma Chartered Institute of Purchasing and Supplies (CIPS) or Associate in Procurement and Supply of Kenya (APSK) or progressing towards qualification.

Skills and Competencies

• Ability to work independently with minimum supervision
• Strong analytical and critical thinking
• Confident negotiation/ persuasion skills Desirable knowledge/skills and Experience
• Strong communication and presentation skills:
• Development and maintenance of service level agreements
• Planning and organising
• Relationship management
• Computer literate in MS Office and other office applications

APPLICATION PROCESS

To apply: Send your CV and a covering letter addressing the person specification and why you feel your experience matches the requirements of the role to jobs@saferworld.org.uk Ref: (Admin & P_SW KENYA).