Job Description
RESPONSIBILITIES:
• Coordinates and facilitates the procurement requirements of the program office on the basis of the procurement policy guidelines.
• Pre-qualification of suppliers as provided in the procurement policy.
• Compliance with procurement procedures as per Field Operations Manual.
• Procurement committee constitution and TORs.
• Creates purchase orders, ensuring relevant procurement procedures have been applied and all supporting documentation is attached.
• Ensuring that invoices received reconcile to purchase orders and created and matching receipts to purchase orders.
• Ensure three way matching of purchase order, Invoice and GRN and carry out monthly Oracle Purchase Module closing procedures, including month end reconciliations and adjustments Logistics & Administration.
• Liaises with government authorities and NGO’s and provides logistical support in coordinating deliveries of program supplies and in obtaining customs clearance for imported goods.
• Prepared documentation and drafts correspondence for duty and tax exemption certificates and ensures timely submissions to the relevant government authorities.
• Managers the process of applications and renewals of residence permits and Diplomatic ID Cards and airport cards for expatriates as authorized and granted by the government of Kenya.
• Carries out periodic controls to ensure that the filing system are properly used and that documents being regularly filed and easily accessible.
• Carries out periodic controls to ensure that the filing system are properly used and that documents being regularly filed and easily accessible.
• Develops and maintains an archive policy for the regional office based on contractual and legal requirements; supports the country offices to develop and maintain archiving policy.
REQUIRED SKILLS AND QUALIFICATIONS
• University degree in Business Administration or equivalent,
• Diploma in procurement and supply from CIPS.
• A holder of CPA (1) will be an added advantage.
• Computer applications in Excel, Word and in particular Oracle i-Procurement and Oracle Purchasing Module.
• Work experience in in a reputable Organization in a similar or equivalent job for at least five years. Required Skills and Competencies.
• Adaptable, flexible, able to take initiative 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 and in a multicultural setting.
• Excellent oral and written communications skills in English and Swahili.
• Adherence to YSAR values, which are: Optimistic, Engaging, Determined and knowledgeable.