Procurement & Administration Officer at MUA Kenya

JOB PURPOSE

• The role holder will ensure cost-effective, transparent, and timely procurement of goods and services in full compliance with the company policies, and best practices, while providing efficient administrative and facilities support that enables seamless operations across all departments.

KEY RESPONSIBILITIES

• Procurement Execution
• Process purchase requisitions, prepare LPOs, and expedite deliveries.
• Ensure all procurement documentation is complete, accurate, and properly archived.
• Verify quality, quantity, and specifications of goods/services received before payment processing. Manage framework agreements and blanket purchase orders for recurring items.
• Compliance & Record Keeping
• Ensure all procurement transactions comply with internal procurement policy, IRA guidelines and relevant tax regulations.
• Maintain complete procurement documentation for audit and reference purposes.
• Assist in preparation of quarterly and annual procurement reports for management and regulators when required.
• Administration & Facilities Management
• Oversee office maintenance, cleaning contracts, security services, and utilities management.
• Supervise office supplies inventory and reorder levels (stationery, pantry, printed materials)
• Manage the company motor vehicle fleet (fuel, insurance, servicing, logbooks).
• Coordinate repairs, renovations, and office layout changes.
• Supervise office assistants, drivers, and outsourced service providers.
• Asset & Inventory Management
• Maintain an up-to-date fixed asset register and coordinate annual asset verification.
• Manage insurance of company assets and process claims where necessary.
• Oversee stock levels of office supplies, stationery, and branded materials.
• General Administrative Support
• Coordinate company events, staff functions and corporate social responsibility activities.
• Provide logistical support during internal and external audits.
• Any other administrative duties assigned by the Head of HR & Administration
• Behavioral Competencies
• Adhering to principles and values.
• Planning & organizing.
• Delivering results and meeting customer expectations.
• Following instructions and procedures.
• Relating and networking.

Knowledge and skills

• Good working knowledge of procurement best practices and Kenyan tax regulations.
• Strong negotiation and supplier-management skills.
• Proficiency in Microsoft Office (especially Excel) and any ERP system.
• Excellent organizational and record-keeping abilities.
• High level of integrity and attention to detail.
• Strong communication and interpersonal skills.

Academic Background & Relevant Qualifications

• Bachelor's degree in Procurement & Supply Chain Management, Business Administration, Commerce, or a related field.
• Member of KISM (Kenya Institute of Supplies Management) with valid practicing certificate
• Diploma in Purchasing & Supplies (CIPS Level 4 or equivalent) - desirable.
• Minimum of 3-5 years' relevant experience in procurement and administration.
• Proven experience managing suppliers, contracts, and office administration.