Procurement and Finance Assistant - Kapiti Plains Estate Limited

The International Livestock Research Institute (ILRI) seeks to recruit an Procurement and Finance Assistant on behalf of Kapiti Plains Estate Ltd to support with procurement of goods from local suppliers through Purchase Order System and cash purchases for the relevant categories as per the SMM and Authorisation Policy.

Kapiti Plains Estate Limited is a public limited company, wholly owned by the International Livestock Research Institute (ILRI). The ranch’s objective is to run as a state-of-the-art research station and a commercially viable farm. Kapiti Plains Estate Limited is located 60 km southeast of Nairobi on the Mombasa road, in Kenya’s semi-arid lands (550mm average rainfall) at an altitude of 1,650–1,900m above sea level, and is part of the Athi-Kapiti Ecosystem. Kapiti Plains Estate Limited is also home to a vast array of wildlife. These provide livestock scientists with unique opportunities to include wildlife in their research projects. Since September 2020 Kapiti Plains Estate Limited has been registered as a wildlife conservancy with the Kenya Wildlife Services (KWS).

The International Livestock Research Institute (ILRI) is an international organization working for better lives and better planet through livestock. ILRI is a member of the CGIAR, a global research alliance that works to transform food, land and water systems in a climate crisis and is the only CGIAR centre dedicated to addressing multiple development challenges through sustainable livestock solutions. 

• Ensure customer satisfaction through timely delivery of goods and purchase order status reports
• Utilise, disburse, maintain records and account for the KAPITI Procurement Petty Cash Float
• Support budget reporting by Transferring Purchase Order Transactions to the commitment Ledger for Finance, Budgets/Grants team
• Handle requisitions for the relevant category, Supplier sourcing for the requested items as per Purchase Requisition Terms of References (TOR)
• Supplier Evaluation, Bid analysis and supplier justifications for ToC (Total Cost of Ownership)
• Manage the procurement petty-cash float; disbursing as required, record keeping and preparing reports, accounting to and reimbursement by Finance
• Prepare Purchase Order Status report using Vision and sending order status reports to users as required
• Participate in Tender Evaluation Committee for high value Capex purchases and supplier prequalification – involved in taking progress minutes, technical analysis, site visits and process summery reporting for the relevant category as assigned by the contracts officer
• Sun system Purchase order processing for authorisation
• Purchase order dispatch to supplier and delivery follow-up and status update
• Update commitments ledger and correcting PO system error for Budget and Grants Commitment Reporting
• Collect urgent prepaid and cash items from the various sources and delivery to KAPITI.
• Support management of relevant category of suppliers /contractors and update the Finance Vendor Management Data base for – New, Active, Dormant and Closed accounts.
• Local Supplier Relationship management for the relevant Category through constant communication, documentation trail, payment and VAT follow-up with Finance and update.
• Support other units in; procurement planning i.e. budgeting items for regular supplies &   services i.e. workshops, training by providing market prices and product information as required and participate in mid & end -Year Stock-takes for the Main Stores
• Perform any other related duties as may be required

The main purpose of the job is to provide financial and administrative support:

• Assist in compiling financial and reconciliation reports
• Prepare and process payments as per the approved budgets
• Maintain all accounting records, fixed asset registers and relevant databases
• Manage petty cash float and ensure correct documentation of all transactions
• Maintain all accounting records, fixed asset registers and relevant databases
• Facilitate annual internal audit requirements
• Facilitate the procurement of goods and services
• Provide general administrative support such as handling calls, visitors, incoming/outgoing correspondence, logistics
• Maintain filing systems
• Perform any other related duties as may be required

• Bachelors degree or Diploma in relevant field
• One year relevant experience with degree or three years relevant experience with diploma
• Computer skills, including sound knowledge of Microsoft Office

Kapiti Plains Estate Ltd does not charge a fee at any stage of the recruitment process (application, interview meeting, processing or training). Kapiti Plains Estate Ltd also does not concern itself with information on applicants' bank accounts.