Job Openings at AIDS Healthcare Foundation

Job Summary

Under the supervision of the Operations Manager, the Procurement Officer is responsible for assisting in the effective implementation of the functions of procurement and Logistical services. The Procurement Officer promotes a collaborative, client-focused, quality, and result-oriented approach in the Procurement Unit. Key activities responsibilities include supervising staff, maintaining positive supplier relations, evaluating supply options, approving purchases, and maintaining accurate records.

Key Responsibilities

• Centralize  the program supply  chain  by  setting  up  effective  order  management systems at the Site level for all local and Secretariat Office
• Through  guidance  and  support  from the Operations Manager, ensure procurement practices are compliant with AHF practices
• Organize the procurement of items based on authorized Supply request and approved budget as requested by the budget holder and ensure AHF procedures are followed in the procurement chain cycle
• Participate in  procurement planning with other departments to ensure efficient and effective service delivery
• Supports the Operations Manager in soliciting, compiling, and analyzing bids and generation of LPO and sends copies to suppliers and to departments originating requests
• Responds to supplier inquiries regarding order status, changes, or cancellations
• Contacts suppliers in order to schedule or expedite deliveries and to resolve shortages, missed or late deliveries, and other problems
• Reviews requisition orders in order to verify accuracy, terminology, and specifications
• Calculates costs of orders, and charge or forward invoices to Finance Officer
• Checks deliveries/ shipments when they arrive to ensure that orders have been filled correctly and that goods meet specifications
• Compares suppliers’ bills with bids and purchase orders in order to verify accuracy as required
• Maintains knowledge of all AHF and PR-NCHADS rules affecting purchases, and provides information about these rules to AHF staff members and to vendors
• Monitors in-house inventory movement and completes inventory transfer forms for bookkeeping purposes and updates inventory monthly.
• Monitors contractor performance, recommending contract modifications when necessary
• Prepares invitation to propose or quote forms (RFQs), and mail forms to suppliers firms or distribute forms for public posting
• Assists in maintaining the fixed assets of head office and OI/ART sites.
• Updates and informing Procurement Committee of conditions of assets (both head office and OI/ART sites)
• Assists Procurement Committee in producing quotation and summarises the qualities and prices of the quotations before submitting to the procurement committee for considerations as required
• Assists Procurement Committee in preparing the required documents and processing the purchase
• Assists Finance Officer in preparing the Semi/Annual report regarding fix asset/procurement.
• Maintain appropriate files and records, both soft and hard copies, to ensure that procurement process, decisions, contractual agreements are accurately documented for accountability and audit purpose
• Assist with implementing the procurement process as per AHF and Donor regulations and processes, includes arrange and facilitate various meetings (procurement committee meetings, meetings with operations staff, meetings with suppliers and service providers, other internal and external meetings)
• Monitors the implementation of the Standard Operations Procedures within units under his/her supervision.
• Manages the asset and low-value registers of the program ensuring they are timely updated
• Manage procurement documents and keep them in safe custody.

Qualifications, Education, and Experience

• Bachelors Degree in Procurement or Business Administration or Finance
• Minimum of at least 5 years experience in a related field.
• Experience with international non-governmental organizations is preferred.
• Good working knowledge of MS Office application (Word, Excel), emails, and able to easily navigate the Internet
• Good in spoken and written English and Swahili
• Must be of unquestionable integrity and upholds ethical business practices
• Must be certified with Kenya Institute of Supplies Management (KISM)

Other requirements

·     Needs to be sensitive to patient population and issues surrounding HIV/AIDS

·     Pro-active approach and flexible attitude to work.

·     Flexible, self-motivating, and ability to organize work independently

• Ability to work effectively in a multi-cultural environment
• Excellent communication and negotiation skills
• Achieving quality results and service
• Practicing accountability and integrity
• Communicating information in a timely and effective manner
• Understanding AHF’s mission & operations
• Practicing continuous innovation & creativity
• Building collaborative relationships
• Proficiency in use of information technology

The deadline is 11th April 2021. Only shortlisted candidates will be contacted. Any form of canvassing will lead to automatic disqualification. AHF is an equal opportunity employer.

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Job Summary:

• The HR & Admin Officer’s main responsibility is to provide the necessary support to the Regional HR Manager in the country office.  
• This position maintains a high degree of confidentiality and a strong customer service focus. Using His/her knowledge, the incumbent will deal with customers(both internal and external) with a high level of maturity, tact, and diplomacy.
• His/her key role is to manage all staff data including information on contracts and other related data, support the Regional HR Manager in administering staff benefit, recruitment, orientation, performance management, monitor compliance & implementation of HR policies
• The HR Officer must provide excellent customer service, demonstrate initiative, take ownership of responsibilities, and complete projects with positive results.

Responsibilities

• Manage all documentation related to the administration of staff contracts, benefits and maintain adequate records of all correspondence
• Prepare offer letters and contracts for new staff using pre-approved templates for the country program
• Maintain a database and monitor expiry dates of all staff contract, liaise with global HR and the employee’s line managers,  and renew as and when necessary;
• Provide employee numbers and open individual files for new employees;
• Ensure there is a job request in place, uploaded, and approved in ICIMS before commencing any recruitment activities. Use appropriate media for advertising.
• Keep track of employee leave utilization for record-keeping and accountability
• Ensure accurate and timely filing of all staff related correspondence
• Prepare HR monthly reports and submit them to the Regional HR Manager
• Manages and prepares data for Monthly, Weekly, and ad hoc reports to the Regional HR Manager
• Liaise with the Regional HR Manager and Country Program Director/Manager to conduct manpower planning for each financial year
• Compile and assist with the shortlist of the candidates and invite short-listed candidates for interviews.
• Liaise with recruiting managers to prepare interview questions and prepare interview summaries after each interview.
• Participate in Interviews as and when necessary.
• Ensure reference checks are carried out before offer letters are issued out.
• Ensure timely submission of recruitment information to the Regional HR Manager
• Assist the Regional HR Manager in the management of staff benefits
• Regularly and promptly, address queries from managers and staff on their benefits.
• Prepare and communicate any payroll changes with the Regional HR Manager, global HR, and finance liaisons on or before the 9th of every month
• Support the implementation of identified staff training, development activities, and Process staff development requests including education reimbursement requests, and submit to the Regional HR Manager for approval
• Assists in researching and collecting data to inform HR decisions and strategy when required.
• Performs other related duties as assigned.

Administrative Roles:

• Assist the Bureau and Global Data team in organizing/ participating in training and capacity building logistics and processes conducted for staff
• Performs administrative duties for the Bureau management team including managing calendars, meetings and events arrangements, report preparation, and minutes taken at meetings.
• Manages travel arrangements and detailed travel itineraries for Nairobi based Bureau and Global Data team
• Handles correspondences and inquiries directed at the Nairobi based Bureau and Global Data teams
• Performs basic booking keeping tasks including management of petty cash for the Bureau and Global data team
• Perform office duties that include ordering supplies for the dedicated team

QUALIFICATIONS AND EXPERIENCE

• Bachelor’s Degree in Human Resource Management, Business Administration or similar, associate or full member of Institute of Human Resource Management (IHRM)
• Minimum 5 years experience in general HR Administration with proven technical skills in general HR best practice including sound knowledge of Kenya employment law
• Demonstrated ability to work in multi-cultural situations using a collaborative approach
• Proven ability to handle the challenging workload
• Strong commitment to AHF values
• Cross-cultural experience, understanding, and sensitivity.
• Excellent interpersonal and written and oral communication skills.
• Computer literate, with a high degree of proficiency and productivity.
• Flexible and agile 
• Excellent written and oral communication
• Must be sensitive to our patients and issues surrounding HIV/AIDS

The deadline is 11th April 2021. Only shortlisted candidates will be contacted. Any form of canvassing will lead to automatic disqualification. AHF is an equal opportunity employer.