Procurement & Administration Coordinator - Kenya (Six Months Fixed Term)- Garissa at Village Enterprise

This is a full-time staff member, 40 hours per week. The individual might be required to work on some weekends and occasionally holidays depending on the magnitude of work. A Village Enterprise Procurement Coordinator is passionate about alleviating poverty in their region and dedicated to their roles as trainer, mentor and community leader.

Job Description:

Procurement Support 40%

• Coordinate with internal stakeholders to determine procurement needs and specifications.
• Prepare and issue procurement requests, including Request for Quotations, Request for Proposals, quotation analysis for procurement committee and preparing purchase orders.
• Monitor and track procurement activities, including delivery schedules and payment terms and coordinate with suppliers to ensure timely delivery of goods and services.
• Prepare all relevant procurement documents for payments and ensure timely processing of invoices and payments.
• Manage supplier relationships, which include conducting supplier performance evaluations and addressing any issues or concerns and maintaining an up to date supplier list.

Administration Support 25%

• Provide administrative support to the Finance and Administration department.
• Coordinate travel arrangements and logistics for staff members.
• Assist in organizing meetings, workshops and events.
• Coordinate logistics for program activities, including transportation, accommodation and venue arrangements.
• Ensure compliance with relevant policies related to logistics and travel.

Reporting and Documentation 25%

• Tracking all open LPOs and share the status of the LPOs on a monthly basis.
• Maintain accurate procurement records and documentation, including contracts, purchase orders, and supplier information.
• Track all supplier procurement contracts and ensure timely renewal or re-award
• Ensure that all the records and documentation are properly archived.
• Maintain proper filing and documentation systems and support audits and reviews of procurement processes and documentation.
• Support audits and reviews of procurement processes and documentation.

Compliance & Safeguarding 15%

• Ensure all Village Enterprise accounting policies are stringently followed and educating staff on these policies as required.
• Promptly report any observed fraud, conflict of interest or safeguarding matters to the appropriate channels. 

Responsibilities

• Negotiate with external vendors to secure advantageous terms
• Approve the ordering of necessary goods and services
• Finalize purchase details of orders and deliveries
• Examine and test existing contracts
• Track and report key functional metrics to reduce expenses and improve effectiveness
• Collaborate with key persons to ensure clarity of the specifications and expectations of the company
• Foresee alterations in the comparative negotiating ability of suppliers and clients
• Expect unfavorable events through analysis of data and prepare control strategies
• Perform risk management for supply contracts and agreements
• Control spend and build a culture of long-term saving on procurement costs

Requirements

Qualifications and Skills:

• Bachelor's degree in Business Administration, Supply Chain Management, or related field).
• Proven experience of at least 5 years in procurement and supply chain management, preferably in the NGO or humanitarian sector.
• Strong organizational and coordination skills.
• Excellent attention to detail and ability to multitask.
• Proficient in using MS Office applications (Word, Excel, PowerPoint).
• Good communication and interpersonal skills.
• Knowledge of procurement processes and best practices.
• Ability to work effectively in a team and independently.