PURPOSE OF THE ROLE
Support the procurement and administration function, including supporting the Farm Africa programmes/projects to achieve their goals.
KEY TASKS AND RESPONSIBILITIES
Provides procurement, logistical and administrative support to programme and support team in the acquisition of a wide variety of goods and services.
Reviews, records and prioritizes purchasing requests and obtains additional information/documentation as required to determine the availability of funding using purchase requisition form (PRF)
Monitors status of existing requisitions, maintain contact with suppliers to ensure timely delivery of goods and services, coordinates delivery of goods/commodities/equipment to KCO and field projects/programmes, verifies receipt documents, inspection of deliverables and accurately reports, as and if required.
Produces tender documents (e.g. Invitations to Bids, Requests for Proposals and
Requests for Quotation) based on the nature of requirements and cost of procurement involved.
Prepares commitment Letters (LPOs) and compile data contained in quotations, proposals and bids to determine which supplier can deliver the required goods/services at the best terms and lowest costs possible under the guidance of
Procurement Officer/Coordinator.
Assists relevant officers in more complex, higher value purchasing operations; coordinates distribution of pertinent documents to concerned parties, ensures appropriate follow-up action,
Maintains relevant internal databases and files; keeps track of any contractual agreements, pre-qualification, etc. and informs affected users of contractual rights and obligations.
Maintain accurate and organized database of prequalified supplies and existing contracts
Participate in the evaluation of supplier performance, including delivery timeliness, product quality, and adherence to contractual terms.
Process procurement documents to facilitate timely payment of suppliers. Address and resolve issues pertaining to invoicing discrepancies.
Ensure compliance with company policies and relevant regulations and stay informed about changes in procurement laws and regulations.
Compile and review the monthly fleet mileage against tracking systems to ensure that it reconciles and report any anomalies.
Participate in Procurement Review Committee meetings and taking minutes
Updating the asset register for the country office and projects/programmes.
Performs other related duties as assigned
PERSON SPECIFICATION
Education, qualifications & other knowledge
Essential
Bachelor degree in Procurement, Supply chain management, business administration or related course
Procurement planning and reporting
Desirable
Diploma in related field
Office Administration skills
Experience
At least two (2) years of experience in relevant and similar position
Experience in administrative work
At least 2 years’ experience in procurement and administration in INGO environment
Skills & abilities
Computer literacy in MS Office, Word, Excel, Outlook
To apply please submit your cover letter indicating the title of the position and the current & expected salary (maximum 1 page) along with an updated CV (maximum 3 pages) with email and telephone contacts of three professional referees to kenyarecruitment@farmafrica.org with the subject line Procurement Assistant before or by 5.00pm EAT on Wednesday 26th June 2024
Apply via :
kenyarecruitment@farmafrica.org
