Procurement and Administration Assistant – Maternity Cover at CARE

Supply Chain Management

• Ensure effectiveness across the unit to attain cost effectiveness, efficiency, accountability, and timely supply of goods and services and value for money.
• Ensure appropriate practice in supplier pre-qualification, tender processes, and asset disposal.
• Source for quotations, compile Supplier Bid Analysis (SBA), and award successful suppliers. Seek relevant approvals where necessary.
• Prepare and send Purchase Orders to suppliers and get acknowledgement of receipt and confirmation on delivery dates. Coordinate cash purchases from supplier premises as required.
• Issue pre-qualification documents and prepare supplier register.
• Carry out procurement related filing (both manual and electronic).
• Follow up on sent waybills with the consignee in-country to ensure that deliveries are confirmed.

Administration and Facility Management

• Maintain a simple but effective administrative system for the regional office.
• Maintain oversight and ensure timely payments of invoices related to the office, administration and facilities management in Nairobi.
• Ensure compliance with the relevant registration procedures and our presence in the country.
• Responsible for the maintenance of facility leases and ensures that the leases remain valid and up to date.
• Responsible for the maintenance of leases and rental contracts.

Travel and Events Management

• Liaison/contact person for events management requests coming from the region, country offices and the wider organization.
• Maintain oversight of efficient and cost-effective local travel and transport related activities (taxis and rental vehicles) for staff locally and visitors from abroad.
• Flight bookings & management: ensure that bookings are made on the most competitive fares.
• Coordinate local staff movement. i.e. organize pick up and drop off for staff who arrive and depart from other countries.

Asset management

• Responsible for equipment movement and ensures that proper records are maintained.

Key Competencies

• Customer Focus - Internal & External
• Problem Solving
• Functional technical skills
• Approachability
• Planning
• Informing
• Listening
• Negotiating
• Process Management
• Excellent verbal and written communication skills

Qualifications and Experience

Essential:

• Professional qualification in commercial purchasing–supply standards, such as Chartered Institute of Purchasing & Supply (CIPS) or equivalent
• At least 1 - 2 years professional experience in a similar role
• Strong organizational and administrative experience
• IT literacy in Microsoft Office (Word, Excel, Outlook)

Desirable:

• Degree in Supply Chain Management or Logistics or equivalent
• Experience working in an International NGO