Vacancies at Kenya Advanced Institute of Science and Technology (Kenya-AIST)

Job Description

To ensure efficient, transparent, and compliant management of the organization’s supply chain by coordinating the procurement, inventory, and asset management processes in line with the Public Procurement and Asset Disposal Act, 2015 and related regulations. The position is responsible for developing and implementing supply chain management policies, strategies, and procedures to achieve value for money, accountability, and timely delivery of goods, works, and services; maintaining proper custody and control of stores and assets; and supporting management decision-making through accurate data analysis, reporting, and market surveys.

Duties and responsibilities at this level will entail: -

• Conducting stocktaking;
• Procuring goods, services and works;
• Coordinating issuance of stores;
• Coordinating the preparation of periodic stores returns;
• Carrying out inventory and asset management and initiation of stock replenishment requisitions;
• Preparing, advertising, opening and evaluating tenders and disposal processes;
• Updating list of prequalified suppliers, consultants and contractors;
• Implementing procurement, tender and disposal committees’ decisions;
• Implementing the provisions of public procurement and asset disposal act, 2015 and other regulations;
• Updating and maintaining an inventory of procured equipment, services, vehicles and any other related machinery, goods and works; and
• Undertaking market surveys to ascertain value for money for all procurement of goods, services and works.

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Job Description

• Collecting, collating and compiling data to inform on supply chain management policies, strategies, procedures, and regulations;
• Receiving and processing suppliers’ invoices for payment;
• Preparing procurement specifications;
• Inspecting condition of goods received;
• Preparing and reviewing Local Purchase Orders and Local Service Orders;
• Checking and verifying issue notes and invoices;
• Receiving and opening tenders and quotation documents;
• Preparing documents for supply chain management committees;
• Updating an inventory of procured equipment, services, vehicles and any other related machinery, goods and works.
• Undertaking market survey and research; and
• Providing support in the preparation of the annual procurement plan. 

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Job Description

Duties and responsibilities at this level will entail: -

• Developing, implementing and reviewing legal policies, strategies, regulations and procedures;
• Providing advice to the Institute on matters legal, Regulatory and Compliance;
•  Developing and maintaining the Conflict of Interest and Gift Registers of the Institute;
• Verifying documents issued to the Institute as collateral, securities or support documents for loans, assets, agreements, contracts and conveyance of property;
• Conducting legal research, investigation and preparation of preliminary submissions of legal issues affecting the Institute;
• Identifying legal risks, and developing mitigation measures;
• Negotiating disputes with a view to settling them out of court;
• Drafting, vetting, reviewing, leases, agreements and Memorandums of Understanding;
• Representing the Institute in court and other legal fora.
• Examining and verifying draft records of matters to be gazetted which relate to the Institute;
• Providing legal advisory for the Institute;
• Ensuring that the Institute complies with statutory and other regulatory requirements by undertaking periodic legal audit compliance;
• Developing and maintaining the legal registry;
•  Initiating legal action on behalf of the Institute on recovery measures; and
• Disseminating to the Institute any amendments to the law directly impacting on its projects, programs and activities
• Providing guidance to the Council/Board on their duties and responsibilities and on matters of governance;
• Serve as the Kenya-AIST Council Secretariat

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Job Description

Duties and responsibilities at this level will entail: -

• Providing guidance and procedures for operations and maintenance of computing systems (hardware, software and networks) and data communication systems;
• Preparing and monitoring of maintenance procedures;
• Coding/writing and testing computer programs;
• Implementation of information systems;
• Performing technical and systems documentation;
• Planning, designing and implementing the Institute corporate databases;
• Performing database backups, monitoring, tuning and data recovery procedures;
• Ensuring database security and assisting Computer Programmers with database issues;
• Controlling and monitoring database usage; and
• Development and maintenance of the Institute website.

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Job Description

Duties and responsibilities at this level will entail: -

• Operating and maintaining computing systems (hardware, software and networks) and data communication systems;
• Preparing and monitoring of maintenance procedures.
• Installing, upgrading and maintaining of computer software and hardware;
•  Providing support to end-users in the departments and computer labs;
• Obtaining and setting of computer software for ICT training labs; and
• Providing support to the ICT Trainers and Computer Technologists in carrying out various laboratory/workshop activities.

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Job Description

Duties and responsibilities at this level will entail: -

• Analyzing data on financial records, systems and processes;
• Undertaking comprehensive audits at the Institute;
• Stocktaking and undertaking risk assessment, corruption risk assessment and anti-corruption awareness activities;
•  Reviewing internal controls in the Institute;
•  Evaluating the adequacy of system controls and recommending improvements;
•  Carrying out audit checks and identifying any accounting errors;
•  Undertaking spot-checks and cash surveys;
• Undertaking audit investigations;
• Carrying out audit follow-ups on implementation of recommendations on audit reports;
• Assessing compliance with internal policies, tax regulations and other statutory guidelines;
• Implementing quality assurance and improvement programme.
•  Consolidating primary audit reports / queries on the Institute’s financial statement;
• Carrying out compliance tests; and
•  Monitoring and evaluating audit reports.