Procurement & Administration Coordinator - Kenya (Six Months Fixed Term)- Garissa at Village Enterprise

Village Enterprise is a 501 non-profit organization that equips rural Africans living in extreme poverty with the resources to create sustainable businesses.

 

Procurement & Administration Coordinator - Kenya (Six Months Fixed Term)- Garissa

  • Job TypeContract , Full Time
  • QualificationBA/BSc/HND
  • Experience5 years
  • LocationGarissa
  • Job FieldNGO/Non-Profit  , Procurement / Store-keeping / Supply Chain 

This is a full-time staff member, 40 hours per week. The individual might be required to work on some weekends and occasionally holidays depending on the magnitude of work. A Village Enterprise Procurement Coordinator is passionate about alleviating poverty in their region and dedicated to their roles as trainer, mentor and community leader.

Job Description:

Procurement Support 40%

  • Coordinate with internal stakeholders to determine procurement needs and specifications.
  • Prepare and issue procurement requests, including Request for Quotations, Request for Proposals, quotation analysis for procurement committee and preparing purchase orders.
  • Monitor and track procurement activities, including delivery schedules and payment terms and coordinate with suppliers to ensure timely delivery of goods and services.
  • Prepare all relevant procurement documents for payments and ensure timely processing of invoices and payments.
  • Manage supplier relationships, which include conducting supplier performance evaluations and addressing any issues or concerns and maintaining an up to date supplier list.

Administration Support 25%

  • Provide administrative support to the Finance and Administration department.
  • Coordinate travel arrangements and logistics for staff members.
  • Assist in organizing meetings, workshops and events.
  • Coordinate logistics for program activities, including transportation, accommodation and venue arrangements.
  • Ensure compliance with relevant policies related to logistics and travel.

Reporting and Documentation 25%

  • Tracking all open LPOs and share the status of the LPOs on a monthly basis.
  • Maintain accurate procurement records and documentation, including contracts, purchase orders, and supplier information.
  • Track all supplier procurement contracts and ensure timely renewal or re-award
  • Ensure that all the records and documentation are properly archived.
  • Maintain proper filing and documentation systems and support audits and reviews of procurement processes and documentation.
  • Support audits and reviews of procurement processes and documentation.

Compliance & Safeguarding 15%

  • Ensure all Village Enterprise accounting policies are stringently followed and educating staff on these policies as required.
  • Promptly report any observed fraud, conflict of interest or safeguarding matters to the appropriate channels. 

Responsibilities

  • Negotiate with external vendors to secure advantageous terms
  • Approve the ordering of necessary goods and services
  • Finalize purchase details of orders and deliveries
  • Examine and test existing contracts
  • Track and report key functional metrics to reduce expenses and improve effectiveness
  • Collaborate with key persons to ensure clarity of the specifications and expectations of the company
  • Foresee alterations in the comparative negotiating ability of suppliers and clients
  • Expect unfavorable events through analysis of data and prepare control strategies
  • Perform risk management for supply contracts and agreements
  • Control spend and build a culture of long-term saving on procurement costs

Requirements

Qualifications and Skills:

  • Bachelor's degree in Business Administration, Supply Chain Management, or related field).
  • Proven experience of at least 5 years in procurement and supply chain management, preferably in the NGO or humanitarian sector.
  • Strong organizational and coordination skills.
  • Excellent attention to detail and ability to multitask.
  • Proficient in using MS Office applications (Word, Excel, PowerPoint).
  • Good communication and interpersonal skills.
  • Knowledge of procurement processes and best practices.
  • Ability to work effectively in a team and independently.

Check how your CV aligns with this job

Method of Application

Interested and qualified? Go to Village Enterprise on villageenterprise.careers.flair.hr to apply

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