Job Reference: Operations 02/2017
The Position
Reporting to the Head of Procurement, the Associate Procurement Officer will be responsible for the management of AGRA’s administrative aspects of the procurement function and in ensuring procurement best practice are followed. This position is nationally recruited and will be based in Nairobi, Kenya.
Key Duties and Responsibilities:
Publish, distribute invitations to pre-qualify, pre-qualification documents, invitations to express of interest, request for proposal (RFP) incorporating terms of reference (TOR) or request for quotation (RFQ), Statement of works etc.
Participate in bid opening(s)
Prepare Local Purchase orders in Navision, ensure they are duly dispatched and timely corrective actions on LPOs with errors (e.g. LPOs with budget errors, match exceptions, unapproved LPOs etc.) is undertaken.
Create vendor profiles in Navision.
Works in liaison with the supervisor to determine the institutions purchasing needs and specifications.
File, maintain and archive all documents and procurement records.
Manages the day-to-day operational and administrative activities of the Head of Procurement (HoP) by organizing the flow of work, prioritizing incoming requests, maintaining the HoP’s agenda, paper work and following-up to ensure timely responses.
Takes follow-up actions required by the HoP, filing documents and maintaining the relevant files.
Screens correspondence, drafts and replies to requests for non-technical information,
prepares acknowledgements and initial responses; composes correspondence for signature by the Head of Procurement.
In liaison with the travel office, assists the Head of Procurement in the organization of local and international travel by requesting an itinerary, ticket price information, and visas
directly from the travel agent; contacts hosts and arranges hotel accommodation, appointments, and processes travel expenses;
Makes necessary arrangements for meetings, workshops and conferences, books rooms, drafts agenda, compiles and distributes background documentation;
Academic and Professional Qualifications and Relevant experience:
Bachelor’s degree in Economics/Commerce, Management, Finance/Accounting, Business Administration or equivalent disciplines
Diploma in Procurement and Supply, and/or CIPS is an added advantage.
Must be a member of a recognized Procurement Professional body i.e. KISM or CIPS.
Minimum of 3 years’ experience in procurement, preferably in a non-profit organization
Experience in handling complex procurement issues.
Experience in operating successfully in an international and regulatory challenging environment.
An understanding of risk and compliance in the context of development organizations operating in Africa.
Excellent written and verbal skills, particularly in English. Understanding of French will be an added advantage
