Saferworld Administration and Procurement Assistant Jobs in Kenya
Job purpose
The position holder will be responsible for providing comprehensive administrative support, managing schedules, and helping to streamline daily operations.
You may also be required to make travel arrangements and assist with other duties when required.
Make travel arrangements, such as booking flights and hotels
Assist in preparing and organizing meetings, conferences, and events, including agendas and, notetaking
Roles and responsibilities
Administration
Maintain a well-organized and tidy office environment.
Manage office supplies, order new supplies as needed, and ensure proper stock levels.
Handle incoming and outgoing mail and packages.
Schedule and coordinate appointments, meetings, and conferences.
Support team members in organizing meetings and events.
Coordinate travel arrangements, including flights, accommodations, and itineraries.
Ensure travel plans align with organizational policies and budget.
Provide administrative support to staff as required.
Procurement
Obtain quotations from various suppliers, negotiate terms and conditions, and prepare comparative bid analysis while evaluating suppliers’ ability to deliver.
Reviewing, recording and prioritising purchasing requests and obtaining additional information/documentation as required; providing assistance to requisitions in preparing scope of work and specifications of goods and services; proposing product substitutions consistent with requirements to achieve cost savings
Oversee the program procurement function to ensure that all procurement is undertaken as per laid down laws, rules and regulations, while enforcing transparency and accountability in the procurement process to ensure value for money as per the organisation policy
Prepare accurate and complete purchase orders for goods and services in strict compliance with Saferworld’s policy as well as donor requirements.
Ensures project procurements are conducted within the stipulated timelines.
Monitor and track purchase orders to ensure timely delivery.
Collaborate with other departments, such as finance and logistics, to ensure smooth procurement processes are undetaken
Undertake price negotiations for the selected procurements.
Process procurement documents to facilitate timely payment of suppliers. Address and resolve issues pertaining to invoicing discrepancies.
Ensure proper recording and custody of all procurement documents and inventory;
Safeguard and manage procurement records and filing;
Maintain accurate and organised database of prequalified supplies and existing contracts.
Responsibility for physical assets
HR Responsibilities in coordination with Finance Officer
Assist in the recruitment process.
Coordinate new employee onboarding.
Maintain accurate and up-to-date employee records on SharePoint
Handle documentation related to personnel changes.
Assist employees with benefit inquiries.
Ensure HR practices comply with legal requirements
Person Specification
Bachelor’s degree in Secretarial Studies, procurement, or Bachelor of Business and Office Management or equivalent qualification from a recognised institution; Diploma in the above field with commensurate experience may be considered
Previous Work Experience in administration, procurement, supplies chain management preferably in an NGO/CSO or INGO
Minimum of three (3) years’ experience in a busy organization procurement related function
Experience in HR is added advantage
Professional certification: Graduate Diploma Chartered Institute of Purchasing and Supplies (CIPS) or Associate in Procurement and Supply of Kenya (APSK) or progressing towards qualification.
Skills and Competencies
Ability to work independently with minimum supervision
Strong analytical and critical thinking
Confident negotiation/ persuasion skills
Desirable knowledge/skills and Experience
Strong communication and presentation skills:
Development and maintenance of service level agreements
Planning and organising
Relationship management
Computer literate in MS Office and other office applications
How to Apply
For more information and job application details, see; Saferworld Administration and Procurement Assistant Jobs in Kenya
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