Administrative Officer II - Procurement at Population Council

POSITION SUMMARY:

Population Council - Kenya (PC-Kenya) seeks to improve the health and well-being of vulnerable and marginalized populations in East Africa and other countries in the region. We support the design, testing, and scale-up of interventions on sexual reproductive health and rights, develop sustainable program solutions that respond to girls' educational needs and build their social, economic, and health assets; reduce HIV transmission; prevent and respond to sexual and gender-based violence; assess various service-integration models, and strengthen evidence for programs related to unintended pregnancy.

Two years, renewable by mutual consent and the availability of funds The Administrative Officer II will provide cross-functional to the Organization including facility management, procurement and general administrative services.

RESPONSIBILITIES:

• Serve as Administrative Officer II by performing the following functions:
• Procurement
• Ensure full understanding and adherence to the Council's procurement policies and assist as needed in training staff on these policies.
• Estimate and establish cost parameters and budgets for purchases.
• Maintain accurate records of purchases and pricing.
• Create and maintain good relationships with vendors/suppliers.
• Maintain records of purchases, pricing, and other important data. Review and analyze all vendors/suppliers, supply, and price options.
• Develop plans for purchasing equipment, services and supplies.
• Negotiate the best deal for pricing and supply contracts.
• Ensure that the products and supplies are high quality.
• Create and maintain inventory of all incoming and current supplies.
• Lead and manage the suppliers/vendors prequalification exercise.
• Maintain and update the list of suppliers and their qualifications, delivery times, and potential future development.
• Work with Program Coordinators and the Procurement Committee to complete duties as needed.
• Administration
• Ensure proper management and coordination of staff travel arrangements including ticketing, transport and security.
• Provide oversight to Administration Officer I and ensure good general office management, cleanliness and maintenance of the office premises and equipment and ensure the office is run in a professional and responsible manner.
• In close collaboration with Network Coordinator, Finance Officer III and Program Coordinators, ensure proper asset management and maintain an updated and accurate asset register, and room lists, and ensure that all assets are properly labelled and whereabouts regularly verified.
• Provide administrative support to PC-Kenya Board; coordinate meeting documents including ensuring that all papers are prepared on schedule and conform to the highest standards.
• Fleet management
• Ensure that office vehicles are safe and road-worthy and organize regular service schedules for vehicles and maintain service schedule files.
• Review the vehicle log-sheets and ensure they are complete.
• Schedule vehicles use to meet programmatic and operational needs.
• Provide oversight to the Administrative Assistant II in managing transport requests and fueling the vehicles.
• Ensure security measures for vehicles such as parking, storage of keys, insurance, etc.; and ensure that accident reports are completed and filed (if related to vehicles).

QUALIFICATIONS

• Master's degree in strategic management or business administration.
• 3 years' post-qualification experience as a procurement officer or in a similar position.
• Proficiency in computing skills including Microsoft Office Suite (Word, PowerPoint, Outlook, and Excel), purchasing software, and strong communication and negotiation skills.
• Must demonstrate understanding of logistics, procurement and administration, ethics and good management skills with diverse team with large flow of information and activities.
• Experience in an NGO setting is preferred.
• A strong understanding of donor compliance is required.
• Excellent organizational skills and ability to make recommendations for improvements. Excellent spoken and written skills in English.
• Meticulous with an excellent sense of judgment and ability to multitask.
• Ability to work independently and prioritize, show initiative.
• Ability to coordinate and work effectively with a diverse team in a multi-cultural set up. Thorough understanding on logistical challenges, market mechanism and supply chain dynamics; and positive team spirit.