Procurement & Administration Officer at University of Nairobi

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 amaximum 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.
• m) Ability to work under pressure, self-driven with minimum supervision.

Tenure and Terms of Appointment

• The tenure of this job is one (1) year, appointment on contract which can be renewed based on performance, mutual agreement and project period.