Program Assistant – Moyale (Re-Advertisement) at Chemonics International

Specific duties include, but are not limited to:

• Actively participate in prequalification of vendors, conducting the due diligence, negotiate blanket purchase agreements and maintain an updated list of vendors and price lists.
• Support functions related to human resources and maintaining of the project office including ensuring all expendable supplies are in place.
• Maintain petty cash for processing minor purchases and reconcile it with the finance/accounting team.
• Draft requisitions for the procurement of goods and services, including requesting for quotations, preparing, and facilitating approval of quotations analysis report, and issuing Purchase Orders (POs)/contracts/agreements.
• Follow up with vendors to request deliverables, conduct quality assurance for goods and services, and maintain trackers for all upcoming trainings, events, and services.
• Maintain inventory tracker and conduct ongoing status checks for inventory regularly.
• Liaise with Finance team to process payments for all goods delivered and services rendered including Grantees payments.
• Maintain proper procurement records, including electronic and hardcopy procurement files for each purchase and tracking the usage of suppliers.
• Support the MEL/Communications manager with gathering and updating of reporting data from the Grantees.
• Follow up with Grantees to ensure timely submission of deliverables and financial reporting.
• Ensure that all procurement activities are strictly adhering to Chemonics Procurement policies and guidelines including guiding and supporting Grantees on this.
• Provides administrative support and ensures the smooth and efficient operation of the office.
• Receive visitors to the office with a high standard of courtesy and hospitality and direct them appropriately.
• Ensure operation of office equipment including reviewing maintenance requirements, arranging necessary repairs, maintaining equipment inventories, and evaluating new equipment.
• Maintain stock records for stationery and supplies for the office, working with suppliers and verifying receipt of supplies and requisitioning in line with office procedures.
• Responsible for providing administrative and logistical support to conferences, workshops and meetings.
• Makes flight and hotel reservations and liaise with other suppliers as appropriate.
• Coordinates staff movement supporting the security coordinator.
• Performs other duties as assigned.

Reporting and Supervisory Requirements:

This position will be reporting to the Program Manager.

Qualifications:

• Bachelor’s degree in Business Administration, Procurement and Supply Chain or any other relevant field required,
• Demonstrated experience in grants, compliance, and procurement management focused on ensuring that activities are being implemented on time, in accordance with the specifications of the approved activity, and in compliance with USAID policies
• Three (3) years minimum working experience in equivalent capacity.
• Prior experience managing donor-funded activities required; oversight of operations, grants and procurement strongly preferred.
• Familiarity with USAID rules and regulations including ADS, AIDAR, and FAR
• Strong interpersonal skills and the ability to communicate effectively at all levels (written and verbal)
• Self-starter with strong organizational skills
• The ability to work in a team environment is a must.
• Ability to exercise confidentiality and high levels of professionalism.
• Fluency in written and oral English is required