Job Openings at icipe - African Insect Science for Food and Health

Icipe seeks to recruit a Support Officer I (Procurement Assistant) in the Procurement Unit. The position is tenable in Nairobi at the icipe Duduville campus. This is a two-year contract, renewable subject to continued position needs, funding for the position, and performance of the staff member. This is a nationally recruited position. A competitive compensation package will be offered to the right candidate. Only shortlisted candidates will be contacted.

Overall Purpose of the Job

• Prepare VAT exemption application forms for submission and approval by MoFA & KRA, prepare for their dispatch to Suppliers and Finance upon approval, and maintain an accurate up to date record of the same in the Procurement Unit.
• In charge of receiving, inspecting, and issuing Guest House supplies and ensuring proper certification and documentation of GRN/GIN per the Procurement Policy manual, and filing of the same together with the respective purchase orders.
• Receiving invoices for the above, records and forwards to Finance for payment in a timely manner.
• Prepare monthly mineral water consumption summary for recharge to User Units.
• Issue mineral water re-fills to all Units in a timely manner.
• Participate in the implementation of the ERP – Procurement Module.
• Provide assistance within the Unit when called upon to do so.

Specific Duties

The successful candidate will be expected to:

• Receive suppliers’ invoices from the Procurement Assistant (Stores) and prepare VAT exemption application forms for submission and approval by MoFA & KRA, prepare for their dispatch to suppliers
• and Finance upon approval, and maintain an accurate up to date record of the same. Submit a monthly status report to the Procurement Manager.
• Receiving and inspecting the above referenced category of goods and issuing to the respective users immediately upon delivery by the suppliers, ensuring proper certification and documentation of
• GRN/GIN per the Procurement Policy. The information derived from all this is necessary to help take the right steps to remedy the situation at hand. Submit a monthly status report to the Procurement Manager.
• Ensure delivery notes and GRN/GIN notes are reconciled with invoices and purchase orders, processed, distributed and filed appropriately together with the respective purchase order.
• Ensure all invoices received are recorded in the relevant register and forwarded to the Creditor Accountant in a timely manner, for processing.
• Prepares mineral water consumption summary to enable recharging to User units by Finance.
• Keep a record of issues on delayed orders, partial deliveries, etc for ease of monitoring Vendor performance. Submit a monthly status report to the Procurement Manager
• Update the vendor list and the newly created Inventory list per template provided by CoreTEC, the implementer.
• Participate in ERP sessions/trainings to understand the functional requirements document for Procurement.
• Provide assistance when called upon to do so.

Requirements/Qualifications

• Bachelor’s degree in Purchasing and Supplies Management or related field.
• Computer proficiency (Email, Internet, Word, Excel, Access or other data-base management).
• Basic Computer Skills including, Microsoft Excel, Power Point, MS Office, or other data-base management Training from a recognised institution.
• Basic skills in supplier relationship management
• Good written and oral communication skills
• At least 3 years of experience in a comparable position.
• Honesty and high level of Integrity
• Ability to take initiative and responsibility

Core competencies

• Strong organizational skills.
• Punctuality; willing to undertake initiatives.

Closing: 5 October 2022.

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Overall Purpose of the Job

Carry out maintenance and repair of electrical systems, refrigeration, and Heating, Ventilation, and Air- Conditioning (HVAC) systems, and lab equipment in the institution in an efficient, safe, cost-effective and

timely manner.

Specific Duties

• Maintenance and repairs of the solar PV system, electrical systems, high voltage distribution, stand-by generators, and lighting installations within icipe campuses and field stations.
• Maintenance and repairs of refrigeration, HVAC and lab equipment within icipe campuses and field stations.
• Monitor the performance of the solar PV system, and the other power supplies, profile energy utilization and develop energy-saving plans.
• Coordinate accurate daily data recordings for energy and generator meters.
• Prepare service maintenance plans for all electrical systems, refrigeration, solar PV systems and HVAC systems to ensure proper and safe operations.
• Put measures for immediate response to electrical faults and equipment breakdowns and have a 24-hour cover for emergencies.
• Prepare a costed annual preventative maintenance schedule for the electrical and HVAC systems.
• Adhere to risk assessments and site safety orders.
• Promote continuous improvement of workplace safety and ensure proper care, usage, and maintenance of equipment and tools assigned to the technicians.
• Any other tasks that may be assigned by the Supervisor

Requirements/Qualifications

• Diploma or Higher National Diploma (HND) in electrical & electronic, instrumentation, or mechanical engineering from a recognized college.
• Ability & strong knowledge to execute the required technical work.
• Experience in planning, installation, and maintenance of Medium Voltage (MV) and Low Voltage (LV) electrical systems
• Experience in planning, installation and maintenance of solar PV systems
• At least 10 years hands on relevant technical experience in a reputable organization.
• Experience in working for donor-funded organizations/projects a plus
• Responsible for making decisions for his job functions.
• Supervise activities and personnel that are mostly routine in his functional area
• Provision of information

Other Desirable Attributes

• Supervision and maintenance.
• Management of external suppliers through contract management.
• Identification & recommendation of systems/areas that require upgrade or replacement.
• Monitoring consumption as per utility bills and records keeping.
• Developing standardized operational best practices to guide critical undertakings
• Proper planning/tasking personnel to attend to service requests

Closing: 6 October 2022.