Jobs at TechnoServe Kenya

Job Summary:

• The Administrative and Logistics Assistant plays a crucial role in supporting the smooth operation of administrative functions and logistics within the organization. This role involves managing office tasks, coordinating logistical activities, and ensuring efficient workflow across departments. The ideal candidate will be organized, detail-oriented, and capable of handling multiple tasks simultaneously while providing exceptional support to both internal teams and external partners.

Main Activities and Responsibilities:

• Organize and coordinate logistics for all program activities, including transport, venue hiring, hotel reservations, catering services, printing and when necessary, management of reimbursement payments.
• Work with vendors of goods and services to ensure quality and reduced lead time.
• Provide administrative and operational support for short term technical assistance (STTA) activities and provide any needed operational tools/forms to ensure proper documentation of the workdays outlined in the scope of work.
• Manage supplies and inventory, ensuring regular update of inventory register and replenishments.
• Assist in tagging of project equipment, furniture and fixtures while ensuring updates to the asset register.
• Overseeing cleanliness of the office and general orderliness of the office.
• Managing administration of petty cash ensuring effective management of the cash and accounting for the same.
• Organize and supervise repairs in the office, project equipment and vehicles.
• Assist with general program operations and field-based activities.
• Liaise with and support key program staff to ensure that the program is running effectively and making the best use of project resources.
• Ensure communication and updates are regularly shared internally with all the program staff.
• Receives, record and oversee sorting out and delivery of mail to internal/external recipients.
• Coordination of conference rooms for various staff meetings.
• Preparation of both Mpesa & vendor payments paperwork
• Uploading documents on one span for signatories.
• Support in organizing meetings, appointments, taking minutes and follow up on any action points.
• Support in preparing of power point presentations and reports for senior management when the need arises.
• Apply for VAT refund and follow up with vendors on approved VAT refunds while ensuring regular update of relevant trackers.
• Any other duties as assigned by the Procurement and Operations Manager.

Minimum Skills And Experience Required

• Degree in Business Administration/ Office Management/ Public Relations/ International Relations or any other relevant degree from a reputable learning institution.
• Minimum of 2 years of continuous experience in a similar role.
• Proficiency in office software (e.g., Microsoft Office Suite) and experience with logistics software or ERP systems is a plus.
• Demonstrated working knowledge of USAID, DfID and or EU procurement and contract procedures
• Strong organizational skills and attention to detail with ability to multitask and work effectively in a fast-paced environment.
• Excellent communication and interpersonal skills.
• High level of discretion and confidentiality.
• Fluent in reading, speaking and writing in English.

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Job Summary:

• The Procurement Specialist is responsible for the planning and implementation of all procurement, contracting and disposal processes and activities. The Procurement Specialist shall ensure that these processes and activities are undertaken in a timely and efficient manner, and in accordance with TNS policy and professional best practices and ethical standards.

Main Activities and Responsibilities:

• Coordinate project procurement, including sourcing and acquiring assets and equipment as required.
• Source quotations, conduct bid analysis, and prepare procurement documents such as Local Purchase Orders (LPOs).
• Prepare invitations to potential vendors to compete offers for the purchase of goods or services including posting RFQ’s/ RFP’s, placing adverts for consultants and grants.
• Maintain a filing system for procurements to allow for efficient documentation and process audits - including proposal, evaluation, award documents, official contracts and correspondence of all procurements - and maintain the privacy of all staff, consultants and vendors following TNSK policy and local law.
• Maintain and update the pre-qualified vendor list, ensuring relevant government and donor compliance of vendors including Tax Compliance Certification, ETIMs and VAT refund ability.
• Receive and verify invoices, ensuring timely processing and payment to suppliers.
• Prepare and process payment documents, including pro-forma invoices, LPOs, purchase requisitions, and Goods Received Orders for submission to the finance department.
• Consolidate and organize contractor engagement documents to facilitate contract procurement and payment processes.
• Any other duties as assigned by the Procurement and Operations Manager.

Minimum Skills And Experience Required

• Degree in Procurement, Logistics, Business Administration, Finance, Law or other related field
• Diploma in CIPS, CPSP-K or equivalent
• Membership of a professional body such as KISM, CIPS or equivalent
• Minimum 3 years of experience in procurement role
• Demonstrated working knowledge of USAID, DfID and or EU procurement and contract procedures
• Demonstrated understanding of public procurement legislation, regulations and procedures
• High level of organization and efficiency
• Clear and concise communication skills
• Strong analytical and financial analysis skills
• Well-developed computer skills in analysis, report writing and presentation
• Fluent in reading, speaking and writing in English.

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Job Summary:

• The Procurement and Operations Manager is responsible for overseeing the procurement process and ensuring efficient operations within the organization. This role involves managing supplier relationships, negotiating contracts, and ensuring that the supply chain meets organizational needs. Additionally, the manager will streamline operational processes, optimize resource allocation, and ensure that the organization's operations align with its strategic objectives. The position requires a strategic thinker with strong analytical skills, effective communication abilities, and a keen understanding of both procurement and operational best practices and in accordance with TNS policy and professional best practices and ethical standards.

Main Activities and Responsibilities:

• Develop and manage procurement plans for the LFS project, ensuring compliance with donor requirements and corporate policies.
• Update procurement plans regularly in collaboration with program management teams.
• Oversee all LFS procurement and contractual aspects of goods, services, and works in consultation with the Procurement Advisor.
• Provide guidance and support on procurement issues throughout the entire procurement cycle.
• Oversee the preparation and management of bidding documents, RFPs, and the evaluation process in coordination with project teams.
• Participate in negotiations and prepare procurement orders, ensuring timely approvals.
• Oversee timely processing and payment of suppliers.
• Conduct market research to track developments and analyze global commodity trends and availability.
• Ensure traceability of orders and address any delays, discrepancies, or vendor queries.
• Serve as the focal point for all LFS contracting processes and participate in procurement monitoring and audits.
• Prepare procurement reports and conduct capacity-building training for LFS staff.
• Collaborate with Finance to manage the annual vehicle assessment for insurance renewal.
• Manage the procurement processes of grants from bidding processes up to the selection and award.
• Supervise inventory control and tracking of project vehicles and equipment including property logs, serial numbers and tags.
• Manage administrative function of the project including, property/facility management, safety of the work environment, and provision of furnishings and equipment necessary for effective operations.
• Act as the Security and Safety focal point for the project, ensuring project staff are always updated on security concerns for proper planning of program travel and activities.
• Management of all leases, contracts and other financial commitments.
• Any other duties as assigned by the Senior Finance and Administration Manager

Minimum Skills And Experience Required

• Master’s degree in Business Administration, Supply Chain Management, or a related field
• Bachelor's degree in Business Administration, Supply Chain Management, or a related field.
• Proven experience in procurement and operations management, with a strong track record of successful contract negotiations and process improvements.
• Excellent analytical, organizational, and problem-solving skills.
• Strong communication and interpersonal skills, with the ability to collaborate effectively across departments.
• Proficiency in procurement software and ERP systems.
• Professional certification is a plus.
• Membership of a professional body such as KISM, CIPS or equivalent
• Minimum 3 years of experience in procurement role
• Demonstrated working knowledge of USAID, DfID and or EU procurement and contract procedures
• Demonstrated understanding of public procurement legislation, regulations and procedures
• High level of organization and efficiency
• Clear and concise communication skills
• Strong analytical and financial analysis skills
• Well-developed computer skills in analysis, report writing and presentation
• Fluent in reading, speaking and writing in English.