Procurement and Administration Assistant at Christian Health Association of Kenya (CHAK)

Job summary

• Reporting to the Procurement and Administration Officer, the position holder is responsible for the provision of accurate and timely assistance in administration of the procurement process, in compliance with the organisational procurement process, maintaining compliance with donor procurement standards, AND providing administrative support services and assistance to the project team that facilitates the testing and evaluation of HIV-NCD integration model feasibility, systemic requirements, cost implications, challenges, acceptability for both patients and health care workers, and proposed solutions for successful implementation and scale -up.

Duties and responsibilities

• Develop and implement cost-efficient procurement strategies
• Contribute to the creation of the annual procurement plan
• Oversee tendering, supplier pre-qualification, and performance reviews
• Draft contracts, LPOs, modifications, work/task orders, and other contractual documents
• Maintain updated supplier records and contract databases
• Generate purchase orders and ensure timely delivery of goods and services
• Evaluate procurement activities for compliance with policies, regulations, and standards
• Guide staff on the appropriate procurement process based on expected monetary and authorization thresholds
• Maintain an updated asset register aligned with finance records
• Ensure timely acquisition of operational licenses and insurance renewals
• Archive and manage procurement documents, including LPOs, RFPs, and tenders
• Provide administrative support to project teams and assist in compiling reports
• Collaborate with cross-functional teams to ensure smooth operations
• Coordinate staff and regional travel arrangements, including accommodation and transportation
• Oversee transportation and delivery of goods to required locations
• Maintain records of logistics activities and implement strategies for operational efficiency
• Monitor and review monthly work tickets and vehicle usage to ensure compliance with policies
• Prepare procurement and administration reports for decision-making
• Using various math skills and concepts, analyze information to facilitate quick decisions to choose suppliers, manage costs, and select quality goods and services
• Ensure that information related to individual procurements is consistent, accurate, synchronized, and adequately documented
• Ensure compliance with procurement laws and organizational standards
• Produce periodic reports aimed at monitoring quality and compliance on procurement processes

Academic qualifications and experience

• Bachelor’s degree in Business Administration, Commerce, Finance, Procurement, Logistics, or a related field.
• Professional Membership: Active membership in CIPS (Chartered Institute of Procurement & Supply) or KISM (Kenya Institute of Supplies Management) with a valid Supplies Management Practitioner’s License

Desired skills, knowledge and abilities

• Skilled in MS Office Suite (Word, Excel, PowerPoint)
• Familiarity with procurement or ERP systems is an advantage
• Excellent organizational and time management skills
• Attention to detail