Administration and Procurement Officer

Key Responsibilities Coming up with the procurement plan that encompasses requirements by all projects and share with management for approval and continually update it with the progress. Preparation of RFQs/RFPs and issuance of Purchase Orders/Contracts in tandem with JFK and Donor Procurement guidelines Convene Procurement Committee meetings, record minutes and implement recommendations. Support the monitoring of procurement documents to ensure compliance with Admin policies and providing feedback to the requesters. Work with the Logistics & Procurement Assistant to ensure procurement thresholds and methods meet policy and Donor guidelines. Monitor services provided by contractors e.g. security and maintenance Ensuring the implementation of an archiving system for Admin department Consolidating, monitoring and analyzing administrative data submitted by field teams. Establish and maintain good relationships with service providers. Conduct supplier due diligence and provide risk assessment reports. Perform supplier performance appraisal and advise procurement committee. Ensure all contractors, vendors and consultants are paid on time and that any outstanding issues are brought to the Administration Manager’s attention. Ensure delivery to the programmes of procured goods and services. Ensure proper recording and accountability for all goods in the stores. Follow up the vehicle fueling system and ensure adequate fueling requirements for vehicles. Ensure that the orders are followed up. Assist Supervise the Procurement Assistant, Cleaner and Gardener Ensure the offices and ground are well maintained by the relevant staff and guarantee availability of their needs for cleaning and maintaining the garden. Requirements Functional skills and knowledge: Ability to work independently and as a team player. Good communicator who has sound interpersonal skills with the ability to establish and maintain relationships. Well organised and able to prioritize work and understanding his/her work outputs. Qualifications, Skills and Experience: Bachelor’s degree in Purchasing & Supply, CIPS, CILT. Post Graduate degree in Procurement and Supply is a distinct advantage. At least two years’ experience at a similar level USAID procurement experience a must. Clean class 4 drivers license. Good technical knowledge of procurement management and follow-up. Ability to be thorough and ensure efficiency and effectiveness in procurement. Good negotiations skills Excellent planning and organization skills.