Jobs at CARE International

Role Profile

Procurement and Admin Officer is responsible for the efficient management of Procurements, administration, Property and facilities, transport/logistics and travel related services. This includes ensuring that all processes are functioning efficiently in Dadaab office and that there is good coordination between Dadaab and the Nairobi. She/he is responsible to ensure that CARE Kenya operations are carried out efficiently and in alignment with established operating policies, procedures and standards so that program activities can be implemented smoothly, on time and within budget. 

S/he collaborates with the Nairobi offices and ensures effective coordination between the program and administrative in Dadaab sub-offices and maintains up to date policies and procedures documentation. Procurement and Admin Officer must be a proactive problem-solver who is self-motivated and energetic. S/he must hold him/herself and members of the team accountable for effective and efficient service delivery to the programs as well as high levels of integrity and compliance with organizational policies, processes, and regulations. S/he must demonstrate the adoption of efficient and cost-effective methods and a strong customer service focus

 ROLES AND RESPOSIBILITIES

 Leadership and management of the Dadaab Field Office Administration Teams

• High quality leadership and team management - Manage the performance of team members through performance reviews, frequent conversations, and other methods as appropriate for continuous performance improvement.
•  Develop and organize activities of Admin, Fleet, Warehousing and Logistics Department to provide timely and effective support to CO program to ensure objectives are met.
• Partner with other CO peer positions and departments in ensuring seamless coordination and support to the CO
• Supervise, guide and mentor admin and logistics staff in sub offices to ensure timely and high-quality service delivery
• Provide guidance and support and capacity strengthening to sub-office administrative staff as instructed by the DCD-Ops
• Ensure all staff have the appropriate orientation and guidelines to ensure implementation of CARE administrative policies and procedures.
• Contribute to cost controls through systematic review of expenditures, identify cost-saving measures and implement appropriately to improve stewardship of CO resources
• Conduct regular monitoring and supervision visits to sub-offices to provide support and coaching to admin staff and conduct spot checks of files to ensure availability and accuracy of the information in the system
• Ensure that there is a coherence in the support provided between Nairobi and Field Office locations, positively Influencing ways of working within the PS Team to have a positive impact on the efficiency of the different units and value addition to the CO

Procurement of Goods and Services

• Timely procurement of goods and services and formalize payment of all invoices against its supply
• Adhere to CARE policies and procedures as well as donor regulations and local laws for procurement of requisite services or goods in a transparent and ethical manner
• Proactively organize meetings with all units for development of yearly procurement plan and revision of procurement plans on a quarterly basis and submit to Procurement Manager for necessary support
• Obtain an estimated price for preparation of annual budgeting whenever required
• Consult with requestors to fully understand their requirements advising them as appropriate, analyzing cost benefits and supporting budget holder to make appropriate purchasing decisions
• Complete the procurement process using correct solicitation methods
•  Negotiate the best deal for CARE with vendors ensuring the optimal combination of cost, quality and delivery/lead time for the organization
•  Conduct market survey for procurement of goods and services as and when required
• Maintain professional and cordial relationships with internal and external stakeholders
• Coordinate with sector leads, requestors to discuss on procurements for all funds that are coming to an end at least three months prior to project end date
• Work closely with logistics section in ensuring timely transportation of procured goods to the end user
• Follow up with vendors for delivery of goods and services as per due date in the purchase order and submit all documents to finance within two days of receipt of goods and services and invoice
• Initiate to timely coordinate and cancel purchase orders with outstanding deliverables
• Generate procurement status report using various queries in PeopleSoft and share the detail system generated report as well as provide summary of manual procurement status report on a weekly basis to all relevant team members.
• Provide fund wise procurement expenditure report in coordination with finance to sector leads on a monthly basis.
• Archive all procurement and admin related documents; year and month wise including purchase requisition, request for quotation, quotations, summary bid analysis, email approvals, purchase orders and good receipt note for every procurement in procurement drive and one-drive on a weekly basis.
• Keep track of an up-to-date list of all valid fund codes and regularly track the procurement progress.
• Coordinate with the Procurement Manager and Procurement Committee to pre-qualify suppliers for the Dadaab offices.

Admin, Property and Asset Management -30%

• Ensure leased properties are properly managed in line with the terms and conditions of the lease agreement.
• Ensure adequate controls and process are in place to ensure effective management of the stores are in compliance with donor rules and regulations
• Mitigate possible risks by ensuring safety and security for both rented and owned assets.
• Lead semi-annual and annual physical inventory and reconciliation of Property Register with Financial records as required by CARE policy and procedures.
• Coordinate with the Admin and Logs Coordinator to facilitate the timely completion of Health and Safety audits in the field offices as per OSH requirements and implementation of the audit recommendations.
• Coordinate the provision of administrative support to the provincial offices as requested
• Ensure the maintenance of all CARE rented/ owned facilities and follow utility obligations in a timely manner.
• Negotiate with prospective landlord suitable terms and conditions for all lease agreements and ensure all leases are vetted by the CO legal counsel before signing by the CD
• Keep track of all Dadaab and sub-offices leases and ensure obligations are met on time to minimize the risk on the CO operation
• Lead the analysis of Country office’s travel related needs and coordinate with procurement to identify high quality service providers and manage subsequent service level agreements (SLAs). 
• Strengthen CARE Kenya’s system for travel management.
• Coordinate and ensure the implementation of administrative policies and activities

Customers Service Excellence-10%

• Ensure coherence in the Procurement and Admin function and across functions to have positive impact on efficiency and value addition to the CO.
• Establish and maintain effective relationship with customers for improved service delivery.
• Provide proactive, rigorous, and logical methods to solve Admin and Logistics support related challenges faced by units across the Country Office.

Qualifications

• Bachelor’s Degree in Business Administration, Logistics, Finance, or related areas or equivalent in years of professional experience in similar roles.
• The position requires a minimum professional experience of 4 years in the management of administrative procedures, at least 2 at managerial level
• Knowledge of Procurement and Admin management and experience in organizational effectiveness and operations best practice
• Excellent planning, negotiation, and communication skills - ability to adapt or change priorities according to the changing demands of the job
• Customer oriented -both internal and external

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Job Summary

The Administration and Logistics Coordinator is responsible for the efficient management of administration, Property and facilities, transport/logistics and travel related services. This includes ensuring that all processes are functioning efficiently across the CO and that there is good coordination between Nairobi and the sub-offices. She/he is responsible to ensure that CARE Kenya operations are carried out efficiently and in alignment with established operating policies, procedures and standards so that program activities can be implemented smoothly, on time and within budget. 

S/he collaborates with the sub-office managers and ensures effective coordination between the program and administrative throughout CARE Kenya and maintains up to date policies and procedures documentation. The Administration and Logistics Coordinator must be a proactive problem-solver who is self-motivated and energetic. S/he must hold him/herself and members of the team accountable for effective and efficient service delivery to the programs as well as high levels of integrity and compliance with organizational policies, processes, and regulations. S/he must demonstrate the adoption of efficient and cost-effective methods and a strong customer service focus

 ROLES AND RESPOSIBILITIES

Leadership and management of the Country Office Administration and Logistics Teams

• High quality leadership and team management - Manage the performance of team members through performance reviews, frequent conversations, and other methods as appropriate for continuous performance improvement.
• Develop and organize activities of Admin and Logs team to provide timely and effective support to CO program to ensure objectives are met.
• Partner with other CO peer positions and departments in ensuring seamless coordination and support to the CO
• Supervise, guide and mentor admin and logistics staff in Nairobi and field locations, ensure timely and high-quality service delivery
• Provide guidance and support and capacity strengthening to sub-office administrative staff as instructed by the DCD-Ops
• Ensure all staff have the appropriate orientation and guidelines to ensure implementation of CARE administrative policies and procedures.
• Contribute to cost controls through systematic review of expenditures, identify cost-saving measures and implement appropriately to improve stewardship of CO resources
• Conduct regular monitoring and supervision visits to provincial offices to provide support and coaching to admin staff and conduct spot checks of files to ensure availability and accuracy of the information in the system
• Ensure that there is a coherence in the support provided between Nairobi and all field Office locations, positively Influencing ways of working within the PS Team to have a positive impact on the efficiency of the different units and value addition to the CO

CO Property and Asset Management 

• Ensure all staff have the appropriate orientation and guidelines to ensure implementation of CARE property and asset policies and procedures
• Ensure that procedures are in place and in use to ensure appropriate management, documentation & protection of CARE assets
• Ensure that procedures and processes are in place and in use to control allocation and management of equipment including vehicles, and ensure implementation of effective fleet management
• Manage the inventory, property and equipment of the Country Office
• Ensure leased properties are properly managed in line with the terms and conditions of the lease agreement.
• Ensure adequate controls and process are in place to ensure effective management of the stores are in compliance with donor rules and regulations
• Mitigate possible risks by ensuring safety and security for both rented and owned assets.
• Lead semi-annual and annual physical inventory and reconciliation of Property Register with Financial records as required by CARE policy and procedures.
• Facilitate the timely completion of Health and Safety audits guidelines as per OSH requirements and implementation of the audit recommendations in coordination with the security team

CO Facilities and Administration management 

• Coordinate the provision of administrative support to the provincial offices as requested
• Ensure the maintenance of all CARE rented/ owned facilities and follow utility obligations in a timely manner.
• Negotiate with prospective landlord suitable terms and conditions for all lease agreements and ensure all leases are vetted by the CO legal counsel before signing by the CD
• Keep track of all CO leases and ensure obligations are met on time to minimize the risk on the CO operations
• Lead the analysis of Country office’s travel related needs and coordinate with procurement to identify high quality service providers and manage subsequent service level agreements (SLAs). 
• Strengthen CARE Kenya’s system for travel management.
• Coordinate and ensure the implementation of administrative policies and activities

CO Fleet Management -10%

• Ensure effective systems are in place for vehicle scheduling, management, maintenance and reported in a timely manner.
• Support the team to embed organizational systems, standards, and structures related to fleet management, including advice, clarity on policy, procedures, and ways of working.
• Ensure Fleet related policies and procedures for logistics are adhered to, including ensuring metrics and reporting are submitted on time to management for decision making
• Analysis of CO Fleet to determine the most cost effective and efficient means of delivery.
• conduct security awareness training in accordance with CARE policies and procedures and in cooperation with the Safety and Security Manager.  
• Assess CARE accommodation, office and other facilities in all operational locations and advise on any possible security measures or change of locations.
• Monitor and insure staff adherence to the set safety and security measures

Customers Service Excellence-10%

• Ensure coherence in the Admin and Logistics function and across functions to have positive impact on efficiency and value addition to the CO.
• Establish and maintain effective relationship with customers for improved service delivery.
• Provide proactive, rigorous, and logical methods to solve Admin and Logistics support related challenges faced by units across the Country Office.

Qualifications

Education

• Bachelor’s Degree in Business Administration, Logistics, Finance, or related areas or equivalent in years of professional experience in progressively senior roles. A Master’s degree is desirable

Experience and Competencies Required

• The position requires a minimum professional experience of 4 years in the management of administrative procedures, at least 2 at managerial level.
•  Knowledge of Admin and Logistics management and experience in organizational effectiveness and operations best practices
• Excellent planning, negotiation, and communication skills - ability to adapt or change priorities according to the changing demands of the job
• Customer oriented - both internal and external

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Job Summary

The main purpose of this position is to deliver the strategic and operational goals of CARE Kenya’s procurement function. The position holder needs to ensure the unit provides efficient, effective, and quality management of procurement services. This includes technical support and mentoring to the various locations and Field Office staff. Regular analysis is required to inform workflow processes and subsequent improvements.

The incumbent is also responsible to ensure goods and services are sourced in a transparent manner, considering value for money and in compliance with CARE, donor, and government regulations. The post holder is responsible for ensuring collaboration and coordination with Country program teams and other departments for effective program implementation. S/he will be required to keep up to date with developments in the sector, including best practice examples in-Country and Internationally to ensure the Country Office (CO) is well aligned with changes in the market.   

ROLES AND RESPOSIBILITIES

Leadership and management of the Country Office Procurement Function-15%

• Ensure that CARE Kenya is provided with the procurement management, analysis and support necessary to accomplish its strategic objectives.
• Lead the procurement department in effective and efficient procurement planning and management of resources.
• Ensure proper staffing/recruitment to enable the procurement team to manage CARE Kenya’s resources efficiently and work with the program team to assign procurement department staff to support each project appropriately
• Manage the procurement team towards high standards of performance through clear roles and responsibilities, on-going feedback, and appraisals. Pro-actively address performance issues through timely constructive feedback and coaching.
• Ensure field office staff are technically supported and mentored to fulfill all procurement services.
• Lead the continuous improvement of procurement function of the Country Office to bring efficiency and effectiveness

Procurement Planning, Management and Reporting-30%

• Support various teams to prepare annual procurement plans, consolidate procurement plans received from various teams (programs, program support and Field offices) and monitor its implementation.
• Develop and deliver capacity building plan based on Country specific procurement periodic assessments.
• Coordinate the submission of procurement plans by all projects in the CO and consolidate the plan.
• Prepare and submit monthly procurement and supply chain management report to line manager and provide weekly procurement status reports to relevant staff.
• Ensure that procurement data are timely analyzed and used for budget holders for accurate/informed decision making.
• Inform wider workflow processes through regular reporting and analytics for continued business improvement.
• Analyze industry trends and evolving technology to proactively identify supply-based issues, minimize risks, ensure continuity of supply, and identify emerging vendors in the markets.
• Maintain market information for effective use of costs/prices for proposal development and day to day operation.
• Develop differentiated purchasing strategies for goods and services.
• Lead the identification of vendors and assess performance to ensure the Country Office has an effective/optimal mix of vendors.

Strategic sourcing of goods and services-15%

• Analyze industry trends and evolving technology to proactively identify supply-based issues, minimize risks, ensure continuity of supply, and identify emerging vendors in the markets.
• Maintain market information for effective use of costs/prices for proposal development and day to day operation.
• Develop differentiated purchasing strategies for goods and services.
• Lead the identification of vendors, periodic evaluation/assessment for effective delivery so that the CO has effective/optimal mix of vendors.

Policies, Procedures and Systems-15%

• Implement policies, procedures and operational systems that will ensure smooth running of CARE Kenya procurement system and the delivery of an excellent standard of customer service by the procurement team.
• Maintain up to date knowledge of relevant CARE, donor and government of Kenya procurement specific policies, procedures, and statutory requirements, including keeping abreast of any changes (e.g. in tax laws, labor laws, etc.) and ensuring they are strictly adhered to.
• Monitor the relevance of existing policies, procedures, and systems to identify areas for improvement, striving for greater efficiency; take corrective actions as appropriate, referring to leadership and accountable managers.
•  Ensure that all required internal controls are in place and followed and continuously identify ways of strengthening systems to minimize fraud related risk.
• Ensure that all offices in the Country office have well constituted procurement committees so that there is consistent application of decision making within all committees.

Customers Service Excellence-10%

• Ensure coherence in the procurement function (within procurement and across functions) to have positive impact on efficiency and value addition to the CO.
• Establish and maintain effective relationship with customers for improved service delivery.
• Conduct periodic customer surveys and use the outcomes for process improvement.
• Develop effective partnerships with peer agencies for customer service benchmarking and improvement.
• Provide proactive, rigorous, and logical methods to solve procurement related challenges faced by units across the Country Office.

Country Office Compliance/risk management -15%

• Work with the Partnership and Sub-Grant teams to train partners on prudent procurement processes and principles as well as applicable donor regulations
• Ensure detailed understanding and application of the procurement policy across the Country office.
• Ensure proper understanding and adherence to donor and CARE policies, Procedures, rules, and regulations in all offices and that all procurement documents are professionally documented, have complete and accurate support documentation and are appropriately filed. Ensure that updated and complete procurement files are maintained in all offices.
• Identify, analyze, and report compliance risks in procurement flows, implement strong procurement controls, identify procurement red flags, and implement internal and external audit corrective action plans.
• Ensure all procurement activities are conducted in an ethical manner.
• Provide support to programs to ensure effective procurement management in sub awards and adherence to donor rules and regulations.
• Ensure that all offices in the CO have well constituted procurement committees so that there is consistent application of decision making within all committees.
• Ensure that procurement data are timely analyzed and used for senior management and budget holders for accurate/informed decision making.
• Provide proactive, rigorous, and logical methods to solve procurement related challenges faced by units across the CO.

Qualifications

Education

• Bachelor’s Degree in relevant field (Business Administration, Procurement/ purchasing, Logistics) or equivalent.
• Relevant professional qualification in Procurement and or Supply Chain Management (CIPS qualification or equivalent is preferred)

Experience and Competencies Required

• Minimum of 6 years of relevant procurement management experience, 5 years of which should be in an international organization in a similar role dealing with both local and overseas procurement
• Good understanding of various donor policies and procedures relevant to procurement
• Knowledge of local markets, local as well as International procurement regulations
• Excellent analytical, negotiation and communication skills
• Demonstrated integrity and of positive attitude
• Ability to take initiative where appropriate to deal with difficulties encountered in daily work
• Ability to adapt or change priorities according to the changing demands of the job
• Customer oriented - both internal and external