PROPEL Health Kenya Senior Administration and Procurement Officer at Palladium International

Primary Duties And Responsibilities

Administration and Operations:

• Support management and maintenance of office and program database in SharePoint system to ensure critical documents and files are regularly saved electronically
• Coordinate with technical team to ensure operations support for workshops, training and other events.
• Responsible for receiving, documenting, and managing all stock and commodities of the project, including forecasting and requisitions to always guarantee optimal stock levels
• Draft contractual documents as necessary.
• Ensure that contractual documents are reviewed and approved by appropriate staff in country and HQ.
• Ensure maintenance of the office filing system and maintain project-related files, documents, and datasets.
• Office lease and inventory management.
• Any other administration or operations duties as assigned.

Procurement

• In consultation with the Senior Manager, Finance, Administration and Grants, support the negotiation, administration, and assuring compliance with agreements to include but not limited to: Contracts, Blanket Purchase Agreements (BPAs), Consultant Agreements, and Task Orders. Support generally covers the full agreement life cycle, from program award through close-out
• Ensure that the US Government, corporate and project procurement procedures are adhered to, and colleagues are familiar with the process
• Conduct due diligence review of selected consultants and collaborate with the technical staff to monitor the consultants’ technical performance and achievement of deliverables as per Consultancy Agreement before processing of payment
• Ensure that before any purchase takes place relevant authorization has been obtained
• Maintain systems for tracking contractual documents, correspondence, and reporting, applying records management policy
• Initiate through effective correspondence requests for contract modifications and approvals such as: scope adjustments, personnel changes, budget realignments, performance period changes, implementing partner changes, consultant approval, etc.
• In consultation with the Senior Manager, Finance, Administration and Grants, support the coordination and consolidation of responses to contractual requests from HQ or the client
• Monitor and ensure compliance with Federal Acquisitions Regulations (FAR), AIDAR, and other government regulations; update/train project team with changes or modifications accordingly
• Support the contract budget modification development including the application of appropriate cost structures
• Screen all selected vendors and consultants through WorldCheck, Sam.Gov, OFAC, and UN Sanctioned List
• Any other procurement duties as assigned .

Human Resource Management (HRM)

• In coordination with the Senior Manager, Finance, Administration and Grants , support the recruitment process.
• Track and maintain leave database and closing balances of leave to ensure they are current and accurate.
• Coordinate regularly with Kenya office and HQ team to ensure Kenya office HRM follows local labor laws, company policies and donor requirements.
• Implement applicable company policies and procedures to recruit Kenya staff.
• Monitor and manage staff employment contracts and extensions in consultations with the project team in Kenya and HQ
• Keep track of contract expiry dates and process renewal on timely fashion in consultation with Country Director and HQ team
• Ensure personnel files for all staff are created, maintained, and archived. The file includes complete record of all relevant information including recruitment documents, employment agreement, leave records and other performance related information
• Maintain records of all performance development activities including participation in workshop, training, seminars, etc. for each staff member in personnel files
• Organize and participate in social events for the project staff and management
• Screen all selected candidates through Refinitiv WorldCheck, Sam.Gov, OFAC, and UN Sanctioned List
• Any other human resources duties as assigned

Required Qualifications

• Minimum 5 years of work experience in administrative, operations, procurement, and office management with an international organization and USAID-funded project
• Knowledge of procurement USG procurement principles
• Previous experience in program operational areas – administrative/operations and procurement
• Demonstrated ability to work effectively in team-based environment
• Strong written and verbal communications skills
• Fluent in English
• Kenyan nationals are strongly encouraged to apply for this role