Jobs at The Center for International Health, Education and Biosecurity (CIHEB)

Job Summary:

The position holder will provide administrative as well as program stores support in ensuring effective operations and delivery of program results. The stores Admin assistant roles will include checking stock levels, order stock items, receive, ensure all assets received are insured once received, store and issue goods to staff and facilities  and ensure all stores records are kept and up to date.

Roles and Responsibilities:

• Maintain Delivery Notes/Goods Received register for all supplies received and delivered to the programs.
• Carry out proper inspection for the incoming goods in the store by verifying quantity and batches as per delivery notes/invoices.
• Maintain a routinely updated register of all fixed assets.
• Regularly run items below re-order level report and raise Purchase Requisition Orders (PROs) for all items as required in a timely manner and ensure no stock outs.
• Coordinating material receiving from external suppliers and invite user’s representative for cross-checking.
• Physically inspect and verify material items from suppliers against Purchase Order (PO) specification supplier delivery documents and receive.
• Signing stamp supplier delivery documents and immediately raise a system Goods Receive Notes to confirm receipt.
• Transferring material commodities to their respective storage shelves whilst ensuring proper handling, shelving and coding of materials
• Checking shelf life and expiry dates of material during receipt from suppliers and while storage in compliance with the CIHEB Kenya policies and procedures and promptly report non-conformance
• Maintaining the First Expiry First out (FEFO) system for storage and issuance of items.
• Participating in carrying out daily, quarterly and random stock takes.
• Ensuring that any stock variances are thoroughly investigated, documented and resolved in a timely manner.
• Promptly forwarding documents to Procurement, users and Finance for processing
• Issue items to user departments against approved off issue vouchers and ensure that all requisitioned goods reach the intended user department.
• Maintaining a comprehensive up-to-date document filing and retrieval system for all stores transactions.
• Regularly inspecting material, storage areas within the stores and ensure the highest standards of housekeeping, safety and security requirements are achieved and maintained.
• Adhering to laid down standard operating procedures and work instructions in stock management and storage of all materials.
• Ensure that goods received are updated in the ERP system in the store.
• Ensure the store is well organized and good housekeeping maintained.
• Participate in carrying out daily, quarterly, and random drug stock takes.
• Maintain a routinely updated register of all fixed assets.
• Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing orders and verifying receipts.
• Adopt and ensure use of acceptable standards and tools for inventory management including asset registers, goods received/dispatch notes, bin cards and goods movement forms.
• Receive and tag all items delivered to CIHEB Kenya and maintain an orderly system of goods storage.

Qualifications and Experience:

• Bachelor’s Degree in Supply Chain Management, Commerce, Finance or Logistics.
• Diploma in Purchasing and Supplies Management
• Minimum 3 years’ relevant work experience.
• A member of KISM.
• Knowledge of public procurement and disposal procedures and related regulations
• Good warehousing, distribution, logistics knowledge preferably in multi user/network environment.
• Demonstrated Proficiency in ERPs and excellent use of computer based tools.
• Demonstrate excellent negotiation, analytical, presentation and problem solving skills
• High level of integrity, resourceful and possess high drive to excel
• Good interpersonal and communication skills with demonstrated effective leadership skills

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Job Summary

The Operations Manager is a newly created position in response to the rapid growth of CIHEB Kenya programs and operations. We are looking for a detailed- oriented person with the ability to operationalize solutions, while working under pressure. This position is a key part of CIHEB Kenya team and oversees the organization’s daily operations and will manage the Administration, Offices, security, Motor Vehicles, safety, manage logistics team, inventory, insurances and compliance. This is a great opportunity for a team player, process oriented, and self-starter person who enjoys building systems from scratch.

Key Responsibilities and Duties:

Operations

• Oversee operations and logistics of CIHEB Kenya offices physical spaces including maintenance of the offices and Lease management.
• Develop and implement Operating standard procedures for CIHEB Kenya operations role.
• Procure, maintain, and organize all office space supplies to meet work demands of CIHEB Kenya offices staff in an environmentally green way.
• Manage internal controls and security system to reasonably ensure the safeguarding of all CIHEB Kenya assets.
• Establish and maintain complete inventory and accountability of all organizational property and insurance coverage in coordination with the Finance Department. This includes Asset Management, asset tagging and disposal.
• Manage on-site and off-site storage.
• Conduct selection and maintenance of all office equipment. Ensure that all office copiers, and printers are ready for daily use.
• Ensure timely and appropriate establishment of all logistics infrastructure (warehousing / fleet management / distribution / and equipment) and associated operating / management /monitoring systems.
• Review of policies, and processes across the organization to improve operational performance.
• Ensure management of vehicle fleet is in line with the organization’s standards; ensure that appropriate allocation and safe use of vehicles is achieved throughout and ensure servicing and maintenance schedules are adhered to.
• Ensure efficient coordination and timely delivery of supplies in support of all CIHEB Kenya departments.
• Ensure there is accurate record keeping for all stores transactions.
• Develop/review and oversee the implementation of Stores policies and procedures.
• Oversee receiving, warehousing, insuring and distribution, and maintenance operations systems.
• Lead the evaluation of technology solutions, identify gaps, weaknesses, and areas for improvement. Design and implement in-house solutions and/or with external vendors. Implement systems improvements across all departments and set up relevant tools, processes, and automations.
• With the support of the FAD, assess current systems to ensure productivity, improve system design and planning for new systems as needed.
• Review relevant reports and recommendations for system improvement, and develop implementation plans to ensure those recommendations are implemented successfully and sustainably.
• Ensure management of all office service providers including cleaners, security, Garages, and all office bills.

Safety Plan

• Keep CIHEB Kenya security and safety plan up to date.
• Ensure all staff are fully briefed on and responsive to all aspects of security, social and cultural norms and local conditions and behavior.
• Liaise with the contracted security company to ensure compliance with security guidelines and their effective application.
• Develop a warden system to be activated in times of crisis for both staff and beneficiaries.

Key Qualifications:

• Bachelor’s degree in business administration, logistics, supply chain, or accounting.
• Master’s in Business Administration or related field is a MUST
• A certified professional qualification.
• ERP workflow knowledge.
• Excellent written and verbal communication.
• Ability to manage, coach, and provide training for staff direct reports.
• Prior experience of at least 5-10 years working in operations with a strength in logistics/supply chain/ function.
• Policy driven mindset and ability.
• Comprehensive knowledge of logistics, administration and asset management processes and procedures.
• Knowledge and experience in organisational effectiveness and operations management.
• Capacity to liaise between and understand competing demands and constraints of programs, administration, and operational teams.
• Strong interpersonal, negotiation and influencing skills.
• Excellent analytical, problem solving and organizational skills.