Procurement & Administration Officer at University of Nairobi

REF AD/7/98/24, I POST

The Position

The position is domiciled in the Department of Clinical Medicine and Therapeutics in the Faculty of Health Sciencies, under the Fleming Fund Kenya Grant. This is a two (2) year project that will be conducted in several hospitals in Kenya to strengthen surveillance of antimicrobial resistance and antimicrobial use.

Location

The position will be based at the Department of Clinical Medicine and Therapeutics and will report to the Principal Investigator.

Duties and Responsibilites

Procurement:

•  Liaise with UON’s procurement department to ensure project complies with policies and procedures.
•  Collate the project’s requests into the annual procurement and disposal plan as per the approved budget for management review and approval. Upload this plan onto the EPMIS portal.
•  Liaise with activity leads in preparing, terms of reference and specifications of items/service requested. Follow up with the UON Procurement department on issuance of RFQs and tender documents.
•  While working closely with UON Procurement department, participate in evaluation of RFQ documents while tracking the project burn rate.
•  Work closely with the UON Procurement department on processing of requisition, LPOs and all other support documents.
•  Give frequent updates to the Team Lead on procurement progress of the various requests.
•  Provide a detailed monthly Procurement Analysis Report to the Team Lead while identifying any challenges with suggested solutions.
•  Ensure all procurement documentation are in compliance with government policies, the Public Procurement and Asset Disposal Act and the funder(s) requirement, competitive procurement and value for money.
•  Support the NASIC/MOH in forecasting, quantification and costing of microbiology reagents and consumables for inclusion in the KEMSA list for public procurement.
•  Support NASIC to develop a costed plan for procuring maintenance contracts and a strategy for obtaining government funding.
•  Conduct an economic analysis with an aim of providing costs of running an AMR surveillance in resource limited settings such as Kenya.

Contract Management

•  Assist the Team Lead in initiating procurement of service and maintenance contracts and ensure the appointed vendors are up to date with their schedules.
•  Liaise with the UON Procurement Department to monitor and evaluate suppliers of the various goods, work and services for reliability.
•  Liaise with user departments to ensure that contract renewal / termination of lease, framework contract and / or framework agreement are initiated three months prior to expiry of the period.
•  Supervise outsourced service providers.

Financial Management

•  Ensure that all vendors financial claims are supported by relevant documents before  submission for payment.
•  Conduct a three-way match on all invoices forwarded to finance for payments. i.e. attach LPO/contract document; Goods Received Note or appraisal report and supplier’s invoices.

Asset Management

•  Monitor stocks levels, equipment, assets and vehicles to minimize the risk of theft or unauthorized usage.
•  Manage and maintain assets register by continuously updating new purchases and tagging them.
•  Regular review of asset condition and submit recommendation at least biannually.
•  Conduct biannual physical count and reconciliation of all assets with accounting ledger and submit to the Team Lead.

Vehicle and Driver Management:

•  Ensure there is available transport to deliver supplies to sites as and when required.
•  Ensure where institution drivers are deployed, they follow laid down policies and procedures while liaising with UON transport department.
•  Ensure driver maintains the vehicle in good working condition which includes regular maintenance, do daily check list, cleanliness of the car both inside and outside daily.
•  Ensure drivers give reports on any incident and/or accident as soon as possible but within a maximum period of 12 hours of the occurrence.
•  Assist the Team Lead in procuring transport and logistics services.
•  Ensure vehicle maintenance, repair and insurance is up to date and appropriate.

 Office Management

•  Effectively communicates with the projects management team any UON polices changes that directly affects the project implementation.
•  Ensures proper storage, management and disposal of project’s record within required funder or UON/GOK regulations.
•  Support the activity leads in organizing project workshops and other events as requested.
•  Coordinate and work closely with field offices on office, inventory and vehicles management.

Staff Management and Teamwork

•  Participate fully in team meetings and assist with work planning ensuring all milestones are achieved.
•  Maintain an awareness of staff comments and any complaints to identify any area that needs to be addressed/rectified immediately.

Job Specifications

• Bachelor degree in any of the following fields: Business Management, Procurement, Logistics or any other business related field.
• Professional qualification in Procurement and Supplies (CIPS or CPSP- K).
• Master’s degree in Procurement & Contract Management; Procurement and Logistics or Supply Chain Management; or similar disciplines will be an added advantage
• Finance and / or accounting background will have an added advantage. At least CPA II.
• Experience in Microsoft Office and an ERP system.
• At least three years professional experience in Procurement, General Administration, Asset and Inventory management preferably with donor funded projects within the health sector.
• Knowledge of various donor regulations is an asset.
• Excellent communication skills (written & oral) in English and Kiswahili
• Supervisory, communications and negotiation, networking, teamwork and interpersonal skills
• Planning, organization, time management, and coordination.
• Organizational awareness and service orientation, analytical and solution provider.
• Demonstrate an ongoing commitment to gender equality and diversity.
• Ability to work under pressure, self-driven with minimum supervision.