Project Associate – Procurement/HR (Kenyan Nationals Only) at Refugee Consortium of Kenya

DIVISION / DEPARTMENT: INSTITUTIONAL SUPPORT & DEVELOPMENT

JOB PURPOSE: Under supervision of Finance and Admin Officer, s/he will be in charge of procurement as well as support human resource and office administration functions.

REPORTING LINES: Finance & Administration Officer

Staff reporting to this post: Interns/Volunteers

KEY RESPONSIBILITIES:

• The Project Associate, Procurement / with some human resource and admin functions will liaise with the project and programme officers to determine organization purchasing and logistics needs based on project specifications.
• Ensure procurement best practice is followed using the detailed guidelines provided in the RCK’s Procurement Manual SOPs.
• Receive and review procurement requests and initiate procurement procedures for RCK equipment, supplies and services in a transparent and cost effective manner.
• Assist with the preparation of Request for Quotation, Initiations to Bid, Requests for Proposal and co-ordination of their timely dispatch, in consultation and collaboration with the relevant project and or programme officers.
• Filing, invoicing, record keeping, following up payments, order disbursement and distribution, responding to inquiries, quotations.
• Maintain appropriate records such as vendor quotes, purchasing requisitions, purchase orders and reports to ensure that procurement process decision, and contractual agreements are accurately documented for accountability and audit purposes.
• Assist in any internal and external audits and the maintenance of a running list of previous audit recommendations and the status of their implementation.
• Maintain regular contact with contracted suppliers to monitor adherence to delivery period according to the terms of procurement agreement.
• Preparation and sharing of procurement reports with the management team once the process is complete.
• Assist HR in revising and updating job specifications/descriptions for various positions within the organization.
• Assist the HR Officer in drafting of written reports, memos, letters, and policies.
• Assist in developing long lists of applicants, planning for interviews and responding to unsolicited applications.
• Assist HR during the drawing of new staff contracts and annual renewal of contracts.
• Assisting in the management of the staff annual leave schedule for the organization in adherence with the HR policies.
• Propose improvements to the RCK procurement, Logistics and HR processes.
• Train procurement committee on procurement guidelines and standards.
• Assist in running of the staff welfare program for all staff.
• Maintain cordial relations with RCK vendors and suppliers of goods and services.
• Such other duties temporarily or on a continuing basis, as may reasonably be required, commensurate with your grade.

QUALIFICATIONS & EXPERIENCE:

1. Higher diploma in Supply chain management, Procurement, business administration, Human Resources or related field
2. A minimum of one-year experience in procurement.
3. Experience in Logistics, communication and human Resources Management is an added advantage.
4. Conversant with laws and regulations governing public procurement and asset disposal
5. Must be reliable and should accurately follow instructions with the ability to multitask and acclimatize in a fast-paced environment.
6. Ability to coordinate sourcing strategies and developing a comprehensive supplier base for the supply of goods and services.
7. Outstanding administrative, communication and negotiation skills.
8. Familiar with Employment and Labour Legislation of Kenya.

Behaviour Competencies:

• Highly Professional.
• High standard of personal integrity, discipline and honesty.
• Confidentiality
• Attention to detail.
• Strong planning and organizational skills.