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

Reports To: Head of Finance and Administration

Direct Reportees: Drivers and Admin assistant/receptionist

Indirect Reportees: Administration officers – projects

Job Description:

Administration and logistics

• Participate in the development, implementation and interpretation of administration policies and procedures,
• Execute the transport policy and asset management plan.
• Efficiently manage CHAK’s fleet of vehicles.
• Monitor assets usage and generate monthly reports.
• Maintain an accurate asset register.
• Coordinate local travel including taxis services.
• Oversee front office operations including mails and courier services.
• Record keeping of all LPOs, RFPs, Quotations and Tender Documents
• Generate annual budgets for the section.
• Coordinate the maintenance and disposal of assets in line with CHAK’s policy.
• Ensure all operational licenses are timely acquired and rates paid.
• Timely renewal of all relevant insurances.

Procurement

• Implement all policies and procedures relating to procurement.
• Generate annual procurement plan for the organization.
• Operationalize and implement all procurement laws, regulations, and guidelines applicable in the tendering process and all processes throughout the Organization.
• Coordinate pre-qualification of suppliers.
• Offer advisory services to user departments for cost effective and efficient procurement.
• Maintain an accurate database of all suppliers.
• Lead and participate in procurement committee deliberations including tendering and bidding processes.
• Generate Purchase Orders and ensure timely delivery of goods and services.
• Advise the Head of Finance and Administration on areas of improvements.
• Generate monthly procurement report.
• Participate in departmental meetings.

Qualifications and requirements

• Bachelor’s degree in Business Administration, Commerce, Finance or related disciplines
• Diploma in Purchasing and supplies or its equivalent from a recognized institution.
• Member of CIPS or KIMS
• At least 5 years’ experience having served in a comparable position in a large NGO.
• Experience in budgeting and financial management
• Fluency in spoken and written English
• Experience in designing and improving internal controls to improve efficiency.
• Knowledge and experience in the use of basic computer packages