Supervisor: Finance & Administration Manager
Job Summary:
The Procurement Assistant will support the Kisumu West site office in the acquisition, supply/delivery, storage and disposal of goods and services, and logistics operations at optimum cost-effective levels in an expeditious and efficient manner.
Key Responsibilities:
• In collaboration with the Finance & Administration Manager and Program departments, develop and manage quarterly procurement plans for the project.
• Coordinate and plan laboratory and/or clinical procurements including but not limited to developing and placing purchasing orders, monitoring delivery schedules, facilitating customs clearance (including duty-free clearance where possible), ensuring safe storage upon arrival and coordinating delivery to study/project sites.
• Establish, negotiate and manage key supplier agreements, identify new opportunities, seek ways to improve efficiencies and ensure purchasing compliance.
• Executing the tender and quotation process of HJFMRI while actively monitoring procedures across the organization, identifying any deficiencies and recommending steps for improvement.
• Communicate and report on procurement progress against work plans through
developing, compiling, reconciling and/or updating information in vendor and stock
database/inventory log to provide effective processing, informing management and
reporting.
• Provide technical assistance to partners relating to HJFMRI purchasing processes, recording and inventory controls, and general good procurement practices.
• Preparation, review and clearance of documentation (bid evaluations, requests for awards, purchase orders and contracts for services)
• Liaising with Finance, Administration and Program departments to ensure integrated internal controls, timely payment of vendors and full, auditable support documentation.
• Participating in verification of fixed assets and updating the master inventory, facilitating the renewal of equipment service contracts.
• Prepare monthly procurement reports.
• Any other duty as assigned by supervisor.
Qualifications:
• University degree in Procurement and Supply Chain Management, Commerce, Business Administration or Economics or equivalent from a recognized institution.
• Professional Diploma in CIPS/KNEC or its equivalent.
• Skills in a diverse team that has a large flow of information and activities.
• A good understanding of donor compliance and budget requirements.
• Good report writing skills and ability to make recommendations for improvements.
• Strong computer skills, such as Microsoft Word, Excel, PowerPoint.
How to Apply:
Interested candidates are required to submit a CV and mandatory cover letter quoting the Job
Title and Vacancy announcement number on the subject line. The file name of the CV and attachments must use the applicant’s name and must be sent to nairobijobslogin@hjfmri.org no later than 17 March 2017. Kindly include your current and expected salary and your earliest date of availability.
For more information please visit www.hjfmri.org
HJFMRI is an equal opportunity employer. Only short-listed candidates will be contacted.
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