Project Associate – Procurement/HR at Refugee Consortium of Kenya

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.

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:

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