Helen Keller International – Procurement And IT Officer.

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Position title: Procurement and IT Officer

Report Directly to: Human Resources & Operations Manager

Collaborate with: Country staff and Partners and all Helen Keller Intl staff regional and HQ teams.

Major Duties and Responsibilities

 

Procurement

• Developing procurement strategies that are inventive and cost-effective.

• Sourcing and engaging reliable suppliers and vendors.

• Pre-qualification of suppliers as provided in the procurement policy.

• Compliance with the procurement procedures as per the Helen Keller Intl and donor policies

• Spear heads the constitution of the procurement committees and the Terms of Reference.

• Creates purchase orders, ensuring relevant procurement procedures have been applied and all supporting documentation is attached.

• Ensuring all invoices received reconcile to the purchase orders accompanied by corresponding receipts.

• Negotiating with suppliers and suppliers to secure advantageous terms.

• Reviewing existing contracts with suppliers and service providers to ensure on-going feasibility.

• Ensuring the quality, relevance and conformity of all service provider contracts and administrative documents before they are signed.

• Coordinate the process of purchasing products or services and organising and confirming delivery of goods and services.

• Prepare the calls for tender and participate in the identification of the shortlist.

• Prepare the letter of invitation and draw up the contract or aim for orders.

• Management of the procurement budget

• Preparing procurement reports.

• Ensure that HKI operates in accordance with HKI’s and donor procurement policies, rules and regulations.

• Actively participate in the proposal and budget development process to ensure the development of procurement plans and subsequent work plans.

• Prepare annual procurement plans with quarterly and updates for procurements needed for the office and programs.

• Develop supplier and service provider database that meets the criteria-efficiency, effectiveness, quality, competitiveness and value for money.

• Develop delivery contracts, framework contracts and purchase orders in line with HKI contractual guidelines.

• Ensure documentation of the procurement process both electronic and manual filing systems in compliance with the Helen Keller Intl procurement manual procedures.

Logistics and Administration

• Coordinate logistics and protocol of all missions

• Supervise the management and maintenance of the logistics of Helen Keller Intl (Real Estate, Furniture, Vehicles, Motorcycles, etc …)

• Manage the movement plans to ensure adherence of staff to the procedures and the facilitation of staff movement (by road and flights)

• Allow petty cash expenses for the office administration.

• Liaises with IT departments to ensure proper server usage and maintenance of staff laptops and the internet connectivity.

• Coordinate staff and office security

• In collaboration with the HR and Operations Manager, manage Kenya Visa, alien cards, and Work Permits for International staff; Ensure timely submission and follow-up as needed.

• Maintain a records management system meets Helen Keller Intl /donor requirements for records and archiving, and requires regular archiving of documents at secure locations (i.e., access security and security against records damage due to climate conditions);

• Work closely with the NGO board to ensure that the county office compliance.

Asset Management

• Develop and manage appropriate physical inventory count procedures for the Nairobi office and field offices.

• Develop and manage procedures for the disposal of fixed assets to ensure appropriate levels and control over eventual sales values and donations.

• Enforce the systems, policies and procedures for the management of the organisation assets in the field offices as well as the Nairobi office.

• Maintain and update Asset inventory on a bi-annual basis and submit report to HQ.

Motor Vehicle Management

• Ensure that all official vehicle documentation is current and available in the vehicles.

Maintain a record for each vehicle.

• Analyse logbooks and fuel consumption. Report any anomalies.

Perform any other task to contribute to the smooth running of the organization.

Required Qualifications and Experience

• Bachelor’s degree in supply chain management, logistics or business administration

• In-depth knowledge of the procurement procedures

• Proficient in Microsoft Office Suite

• Work experience in an international NGO in a similar position for at least three years

Required Skills and Competencies

• Highly organized and detail-oriented

• Excellent analytical and problem-solving skills.

• Ability to take initiative, multi-task and prioritize among competing demands.

• A good team player with strong interpersonal skills, outgoing personality and ability to work independently and effectively under pressure and on strict deadlines in a multi-cultural setting.

• Knowledge of USAID procurement regulations.

How to apply

Qualified candidates should submit a cover letter and resume to KRecruitment@hki.org stating the job title in the subject line. Applications will be accepted until the position is filled

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Helen Keller International

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