Procurement and Information Technology Officer at Millennium Water Alliance

Job Summary

Reporting to the Finance and Administration Manager, the Procurement and Information Technology (IT) Officer will be responsible for procurement of goods and services and maintenance of IT equipment. The officer will play a pivotal role in ensuring integrity, fairness, and openness in procurement processes as well as adherence to policies, procedures and controls. Other roles and responsibilities of the office include the following:

Roles and Key Responsibilities

• Preparation and timely submission of periodic procurement plans.
• Offer advisory services to staff for effective and efficient implementation of procurement plans.
• Lead pre-qualification of supplier/vendors and conduct vendor visits.
• Maintain an up-to-date database of suppliers/vendors for a range of products and services that MWA Kenya procures.
• Send, receive and keep custody of pre-qualifications, request for proposals and quotations.
• Participate in the bid committee meetings and offer prompt and appropriate advice to the members during bid analysis and evaluation of tenders.
• Prepare local purchase orders, service orders and contracts for review and approval based on bid committee deliberation.
• Ensure implementation of procurement policy and occasionally conduct staff trainings on the policy.
• Develop and oversee an effective stores management system.
• Lead in organizing meetings, workshops and conferences by working closely with vendors and suppliers to ensure adequate/appropriate preparation and delivery of high-quality events which include Program Steering Committee and Program Management Group meetings.
• Ensure timely booking of flights and airport transfers for staff.
• Maintain and update as appropriate all office computers, mobile phones, tablets and office phone system.
• Manage both physical and virtual back up storage facilities and develop schedules to ensure frequent back up of data on all organization computers.
• Ensure the optimal functionality of office internet and troubleshooting as appropriate.
• Maintain and update the asset register and lead in tagging of assets.
• Develop and maintain specifications for products and services that MWA frequently procures.

Qualifications and competencies

The position requires the following experiences and abilities:

• Bachelor’s degree in Purchasing and Supplies, Procurement, IT, ICT or related field.
• Minimum 5 years’ experience working in a procurement and/or IT role for donor funded organizations.
• Training and knowledge in IT is desirable.
• Proficiency using Microsoft Office suite, and other relevant software.
• Ability to respond effectively to time sensitive demands and inquiries.
• Ability to manage and prioritize multiple concurrent bids.
• Demonstrate strong problem-solving skills and analytical ability.
• Strong written and verbal communication skills (English and Kiswahili).
• Strong team player with demonstrable ability to engage staff at all levels in an organization and of different multi-cultural backgrounds in a professional manner.
• Excellent organizational skills and self-directed individual with a willingness to take initiative and be proactive.
• Location: The position is a local hire and will be based in Nairobi with occasional travels to project sites.