Admin and Procurement Officer at I Choose Life - Africa

Position Summary: The incumbent will be responsible for ICL’S procurement activities. He/she will work with local partners and stakeholders in the development and implementation of procurement policies and procedures in all program activities. In addition, support counties in the actualization of their county strategic plans 2030.

Key responsibilities

Procurement Planning

• Conduct organizational needs assessments to ascertain the good or services required by different projects.
• Develop annual and regular procurement plans
• Take part in the annual procurement planning meetings.
• Convene procurement meeting based on procurement policy

Tendering and Bid analysis

• Coordinate supplier sourcing process include tendering and follow best practice and ICL’s tender policies;
• Prequalification of suppliers
• Support in the supplier evaluations and bid analysis for local orders items for ICL as well as the projects.
• Carry out a price survey; maintain a price list for commonly used items and a list of prequalified vendors

Contract management

• Assist in the drafting framework agreements and other related agreements for preferred suppliers;
• Participate in preparing prequalification documents and appraising prequalified suppliers;
• Coordinate vendor performance management review using the approved institutional tools and participate in decision making based on the evaluation.
• Prepare contract award documents

Procurement Administration

• Ensure ICL’s supply chain procedures are adhered to while purchasing goods/ services required by ICL;
• Ensure all specifications in the purchase requisitions are captured in the requests for quotations and subsequently in the purchase order;
• Maintain up to date records for all procured goods and services, including approved budgets and supporting documentation: purchase requisitions, quotations, bid evaluations, analysis, purchase orders, and related documents.
• Review supplier financial statements/reports and evaluate overall supplier health (supplier risk assessment)

Disposal and asset management

• Assist in preparing asset management and disposal plans
• Ensure ICL’s disposal plans are within the best practices

Grant Management

• Provide support in monitoring adherence with the terms and conditions of grant agreements regarding procurements.
• Assist in the review and updating of Procurement policies and procedures for procurement and contracts/grants management

· Provide support on contracts and subcontracts management from the pre-solicitation stage through completion or closeout and check out any procurement need highlighted.

Logistics and administration and reporting

• Update and provide Procurement Follow Up (PFU) to line manager on a weekly basis
• Update and provide the Supplier List on regular basis to line manager
• Carry out periodic controls to ensure that the filing system are properly used and that documents being regularly filed and easily accessible**

Budgeting and budget monitoring

• Take part in proposal development and support the team in budget preparation.
• Ensure proper budget implementation to ensure adherence to budget lines.

Fixed assets

• Develop appropriate physical inventory count procedures, adapted to the local requirements of each site, with a strong accent on control and separation of duties.
• Develop procedures for the disposal of fixed assets with a strong accent on appropriate approval levels and control over eventual sales values and resulting receipts.**
• Develop appropriate systems, policies and procedures for the management of the programs assets, adapted to the specific needs of each region.**

Audit and Audit Processes.

• Facilitate donor reviews and resolve any queries arising from the review.
• Facilitate annual project audits for the region where applicable

Resource Mobilization

• Take part in resource mobilization through participation in proposal development with other program staff.
• Conduct donor research via the Internet to assist the project team in identifying, targeting donors and funding opportunities.

Minimum qualifications

• Bachelor’s degree in Finance/Accounting/Procurement or other business-related degree.
• A holder of CPA (II) will be an added advantage
• Diploma in Procurement and Supply Chain Management will be an added advantage.

Knowledge, skills and abilities

• A minimum of 5 years’ experience in an NGO setting in Procurement Department
• Experience in working with PEPFAR, EU, DfID, UN funded projects is desirable
• Ability to set priorities, organize time efficiently and work independently on several tasks simultaneously.
• Demonstrated ability to work in a team with other finance, grants and accounting staff.
• Proven ability to multi-task and process information within the timelines.
• Detailed knowledge and understanding of procurement ethics and donor compliance is essential.
• Excellent Communication Skills
• Proven ability to solve problems independently without supervision.
• Conscientious with an excellent sense of judgment.
• Possess the ability to work simultaneously on multiple tasks and meet critical deadlines.
• Willingness and ability to work effectively with a wide variety of people.
• Strong ability to work as part of a team and coordinate with project personnel.**
• Excellent organizational skills
• Strong financial reporting skills
• Strong IT and analytical skill **