Jobs Kenya

Job Field: Sector in Administration / Secretarial  , Procurement / Store-keeping / Supply Chain

  • Administrative Officer I

    Administrative Officer I

    REPORTING TO: Administrative Officer II
    ASSIGNMENT LENGTH: Two years, renewable by mutual consent
    POSITION SUMMARY: The Population Council, Kenya is looking for an Administrative Officer to support the general day to day administrative duties in the office. The officer will manage the incoming communication including receiving incoming mail, phone calls and physical mail, act as a point of contact for third party vendors, support the procurement function and program coordination.
    RESPONSIBILITIES

    General administration support
    Ensure good general office management, cleanliness and maintenance of the office premises and equipment.
    Front office management: ensure that guests are assisted promptly, manage the switchboard, and distribution of incoming and outgoing mail.
    Act as general contact and liaise with outside agencies including office building management, cleaning firm and office flower maintenance etc.
    Procurement support:
    Act as a requisitioner for Finance & Administration and program purchases
    Verify all vendor invoices and deliveries with program personnel and liaise with the Finance Officer for payment.
    Prepare goods received notes for signing by the relevant requestors
    Program Coordination:
    Coordinate program activities, including partners’ travel, trainings, fieldwork logistics, procurement plans and budgets.
    Request for project cash advance, payments follow up and verification, and expense reporting.
    Oversee the overall execution and logistics for various project data collection activities
    Compliance
    Ensure compliance and adherence to the procurement and other relevant office policies in the execution of his or her duties
    Perform any other duty as assigned by the supervisor

    QUALIFICATIONS: 

    Bachelor’s degree in Business Administration, Procurement, and other business management fields or relevant discipline
    Minimum of 3 years’ practical experience post qualification.
    Must demonstrate understanding of procurement and administration including front office management, ethics, and good management skills with diverse teams with large flow of information and activities
    Experience in an NGO setting is preferred
    Experience in budget preparation, tracking and expense reporting
    Excellent organizational skills, with mature interpersonal skills
    Proficient computer skills, including Microsoft Office Suite (Word, PowerPoint, Outlook, and Excel)
    Excellent spoken and written skills in English
    Meticulous with an excellent sense of judgment and ability to multitask
    Ability to adjust to changing circumstances, work on several activities in different stages of development at the same time and remain calm and focused under pressure
    Ability to work independently and prioritize, show initiative
    Ability to coordinate and work effectively with a diverse team in a multi—cultural set up

    SALARY and BENEFITS: Salary range between KES 188,933 – 226,720 per month, depending on knowledge, skills, and experience. Excellent benefits package includes medical and group life and personal accident insurance available immediately upon hire; provident plan with employer contribution equal to 10% of annual salary, after successful completion of the trial period. We strive to provide an environment of professional growth and development.

    Qualified candidates should fill this form and send their resume and cover letter to: jobs-nairobi@popcouncil.org by 18th February 2022Only shortlisted candidates will be contacted. This is a national position and only Kenyan nationals will be considered. Population Council, Kenya is an equal opportunity employer.

    Apply via :

    jobs-nairobi@popcouncil.org

  • Administration and Procurement Assistant

    Administration and Procurement Assistant

    Reports to:                                   Amboseli-Chyulu Sub-landscape Coordinator
    Supervises:                                  Project Driver, Office Assistant 
    Career Level:                               Assistant Level 2
    Location:                                     Loitokitok
    Major Function: 
     
    To provide administration and procurement support for WWF–Kenya’s Amboseli/Chyulu Sub-landscape. Reporting to the Amboseli/Chyulu Sub-landscape Coordinator, the Administrative and Procurement Assistant is responsible for the efficient coordination, management and operations of administrative and procurement functions for WWF-Kenya, Amboseli-Chyulu Sub-landscape.The Assistant will be well versed with general administration and procurement guidelines. The assistant will also be responsible for building capacity of WWF-Kenya local partners to ensure they adhere to WWF-K procurement policies and regulations.
    Roles and responsibilities:
    Compliance

    Ensure that Amboseli-Chyulu Sub-landscape office complies to set health and safety standards.
    Ensure compliance with all WWF-Kenya policies and regulations related to procurement.
    Ensures social development for conservation policies are adhered to in procurement.
    Promptly informs the Amboseli-Chyulu sub-landscape Coordinator of any areas of concern of potential or suspected violations of policies and procedures.
    Ensure there is no negative audit observations/findings related to procurement. 
    If required, corrective action plans are developed & implemented to address audit findings.
    Ensure that all Amboseli-Chyulu sub-landscape based vehicles are operated in compliance with the vehicle use policy.

    Administration

    Coordinate office activities and operations to ensure efficiency and compliance to organization policies.
    Organizes logistics for meetings/workshops related to programme implementation.
    Manage travel arrangements/appointments for the Amboseli-Chyulu sub-landscape team and partners.
    Manage correspondence (office telephone calls, letters, packages, etc.)
    Carry out appropriate asset tagging, physical inventory count and asset verification.
    Ensure prudent management, maintenance and safety of office equipment and other programme assets.
    Create and update records and databases for personnel, finance and other data.
    Track stocks of office supplies and place orders when necessary.
    Submit timely reports as assigned.
    Perform any other additional duties and activities upon instruction.  

    Procurement

    Receive and review all Purchase Requests from program and operations staff in Amboseli-Chyulu sub-landscape.
    Ensure that procurement is done in accordance with policies and procedures, ensuring that the purchase of goods and services are appropriate in terms of quality and fair market price.
    Ensure that all purchases are properly authorized in accordance with procurement manual policies and procedures.
    Responsible for due diligence checks (supplier references, site visits, historical data, and anti-terrorism compliance) for authorized suppliers and contracted Suppliers.
    Comply with the established reasonable and appropriate lead time for ordering and delivery of goods.
    Prepare Requests for Proposal and manage contract/tender processes for WWF- Kenya, Amboseli-Chyulu sub-landscape
    Prepare all documentation for WWF-Kenya partners who are implementing project activities through contracts and follow up on payments.
    Prepare all VAT/tax obligations for WWF-Kenya and remit to relevant government authorities.
    Support budgeting and bookkeeping procedures.

    Documentation and Reporting 

    Monitor administration and procurement records to ensure that each procurement request is fully and clearly documented according to WWF-Kenya policy. 
    Prepare monthly/weekly purchase request tracking report and consolidate all from field office reports. Share report with Programme Manager, and other internal departments as required.
    Analyze Purchase Request Tracking in order to ensure that all procurement is carried out efficiently and in a timely manner.  

    Minimum qualifications 

    Bachelor’s degree in Business Administration and/or Procurement and Supply Chain Management. Diploma in any other relevant field will be an added advantage.  
    Excellent knowledge of MS Office and office management systems.   
    Proven experience as an office administrator, procurement assistant or other related relevant role. 
    Familiarity with office management procedures and basic accounting principles   

    Key Skills and Competencies 

     At least 5 years’ experience working in office administration, logistics and procurement preferably in an NGO setting. 
    Outstanding communication and interpersonal abilities.  
    Excellent organizational skills. 
    Ability to work under pressure to pursue multiple tasks simultaneously to successful conclusions. 
    Management ability to lead, motivate and develop staff. 
    Demonstrate high level of integrity. Adherence to WWF values, which are Courage, Integrity, Respect and Collaboration.

    Apply via :

    www.linkedin.com

  • Admin and Procurement Officer

    Admin and Procurement Officer

    Position Summary: The incumbent will be responsible for ICL’S procurement activities. He/she will work with local partners and stakeholders in the development and implementation of procurement policies and procedures in all program activities. In addition, support counties in the actualization of their county strategic plans 2030.
    Key responsibilities
    Procurement Planning

    Conduct organizational needs assessments to ascertain the good or services required by different projects.
    Develop annual and regular procurement plans
    Take part in the annual procurement planning meetings.
    Convene procurement meeting based on procurement policy

    Tendering and Bid analysis

    Coordinate supplier sourcing process include tendering and follow best practice and ICL’s tender policies;
    Prequalification of suppliers
    Support in the supplier evaluations and bid analysis for local orders items for ICL as well as the projects.
    Carry out a price survey; maintain a price list for commonly used items and a list of prequalified vendors

    Contract management

    Assist in the drafting framework agreements and other related agreements for preferred suppliers;
    Participate in preparing prequalification documents and appraising prequalified suppliers;
    Coordinate vendor performance management review using the approved institutional tools and participate in decision making based on the evaluation.
    Prepare contract award documents

    Procurement Administration

    Ensure ICL’s supply chain procedures are adhered to while purchasing goods/ services required by ICL;
    Ensure all specifications in the purchase requisitions are captured in the requests for quotations and subsequently in the purchase order;
    Maintain up to date records for all procured goods and services, including approved budgets and supporting documentation: purchase requisitions, quotations, bid evaluations, analysis, purchase orders, and related documents.
    Review supplier financial statements/reports and evaluate overall supplier health (supplier risk assessment)

    Disposal and asset management

    Assist in preparing asset management and disposal plans
    Ensure ICL’s disposal plans are within the best practices

    Grant Management

    Provide support in monitoring adherence with the terms and conditions of grant agreements regarding procurements.
    Assist in the review and updating of Procurement policies and procedures for procurement and contracts/grants management

    · Provide support on contracts and subcontracts management from the pre-solicitation stage through completion or closeout and check out any procurement need highlighted.
    Logistics and administration and reporting

    Update and provide Procurement Follow Up (PFU) to line manager on a weekly basis
    Update and provide the Supplier List on regular basis to line manager
    Carry out periodic controls to ensure that the filing system are properly used and that documents being regularly filed and easily accessible**

    Budgeting and budget monitoring

    Take part in proposal development and support the team in budget preparation.
    Ensure proper budget implementation to ensure adherence to budget lines.

    Fixed assets

    Develop appropriate physical inventory count procedures, adapted to the local requirements of each site, with a strong accent on control and separation of duties.
    Develop procedures for the disposal of fixed assets with a strong accent on appropriate approval levels and control over eventual sales values and resulting receipts.**
    Develop appropriate systems, policies and procedures for the management of the programs assets, adapted to the specific needs of each region.**

    Audit and Audit Processes.

    Facilitate donor reviews and resolve any queries arising from the review.
    Facilitate annual project audits for the region where applicable

    Resource Mobilization

    Take part in resource mobilization through participation in proposal development with other program staff.
    Conduct donor research via the Internet to assist the project team in identifying, targeting donors and funding opportunities.

    Minimum qualifications

    Bachelor’s degree in Finance/Accounting/Procurement or other business-related degree.
    A holder of CPA (II) will be an added advantage
    Diploma in Procurement and Supply Chain Management will be an added advantage.

    Knowledge, skills and abilities

    A minimum of 5 years’ experience in an NGO setting in Procurement Department
    Experience in working with PEPFAR, EU, DfID, UN funded projects is desirable
    Ability to set priorities, organize time efficiently and work independently on several tasks simultaneously.
    Demonstrated ability to work in a team with other finance, grants and accounting staff.
    Proven ability to multi-task and process information within the timelines.
    Detailed knowledge and understanding of procurement ethics and donor compliance is essential.
    Excellent Communication Skills
    Proven ability to solve problems independently without supervision.
    Conscientious with an excellent sense of judgment.
    Possess the ability to work simultaneously on multiple tasks and meet critical deadlines.
    Willingness and ability to work effectively with a wide variety of people.
    Strong ability to work as part of a team and coordinate with project personnel.**
    Excellent organizational skills
    Strong financial reporting skills
    Strong IT and analytical skill **

    If you feel you meet the above qualifications, we encourage you to write to us on hr@ichooselife.or.ke. All applications should be via email. Your CV and cover letter in PDF format should reach us on or before Wednesday 12th August 2020. Kindly indicate current/last salary subject as ‘Admin and Procurement Officer’We are an equal opportunity employer. Only shortlisted candidates will be contacted

    Apply via :

    hr@ichooselife.or.ke

  • Procurement / Admin Person

    Procurement / Admin Person

    Responsibilities

    Planning, prioritizing, assigning, supervising and reviewing work of team responsible for purchasing and supplies.
    Maintaining stock, supplies and inventories by forecasting levels of demand as well as keeping a constant check on the stock levels.
    Conduct research to ascertain the best products and suppliers in terms of best value, delivery schedules and quality.
    Ensuring suppliers are well aware of our business objectives and any changes or schedules is communicated to them in good time.
    Coordinating with all the relevant departments in order to predict their requirements.
    Acquisition of raw materials by raising of LPOs.
    Follow up with the supplier on orders.
    Receiving of raw materials and raising relevant documents as well as posting.
    Checking the received stocks against invoices.
    Issuing materials to the requesting departments and monitoring the same.
    Ensuring there is proper arrangement of the stores and proper documentation of stock levels.
    Posting and filing of invoices.
    Proper filing of all documents raised and received.
    Build and maintain good relationships with new and existing suppliers.
    Produce weekly reports and statistics using computer software i.e. SAGE and Excel.
    Develop a purchasing strategy and a proper schedule for collection of materials from suppliers.
    Any other duties assigned by management.

  • Global Supply Chain Director (based in Kenya, Rwanda or Uganda)

    Global Supply Chain Director (based in Kenya, Rwanda or Uganda)

    Reports to: Regional Director of Operations 
    The Position:
    Jibu is looking for a strategic thinker with business acumen who is a creative problem-solver and who wishes to commit a minimum of two years to help lead a rapidly growing company to make a profit while also making a big social impact. The successful candidate must be experienced in vendor management and have the knowledge to build the systems, structure and tools necessary for a proactive and efficient supply chain, end to end, for our fast-moving consumer goods.
    This position requires:

    Street smarts to navigate both formal and informal supply chain components to ensure product quality consistency, highly competitive pricing, and consistent supply 
    Creativity and ability to build / design new products 
    An energetic self-starter, a proven problem-solver and someone willing to “roll up their sleeves” to do what it takes to get tough jobs done
    Ability to work strategically, creatively, flexibly and persistently to solve gnarly challenges
    An entrepreneurial mindset with a focus on cost reduction and continuous improvement
    Ability to coordinate all of the various team members, vendors, transporters, officials, and others in the supply chain to ensure efficiency
    Ability to organize and prioritize the purchase, movement, and import of goods from Europe, United States, China, E. Africa and elsewhere to build an efficient, cost-effective, end-to-end, global supply chain serving Rwanda, Uganda, Kenya, Zimbabwe, Tanzania and other regions of Africa and beyond
    Proven interpersonal, relationship and people management skills
    Ability to develop supply forecasting, stock control and reporting systems and coach / cross train on the process to ensure effective execution across all markets

    The candidate may choose to live in Kampala, Uganda, Kigali, Rwanda or Nairobi, Kenya, accountable to Jibu’s Managing Directors and will directly report to Jibu’s Regional Director of Operations. Although the Director of Global Supply Chain (DSC) will be operationally focused, the position will also guide strategy as it pertains to the operations, will identify new system needs, support existing business units as well as expansion and will drive special projects related to operations and supply chain management. 
    DSC will be responsible for overseeing and managing all aspects of supply chain including procurement, purchasing, vendor management, transport and forwarding, customs brokerage, and inventory management. The majority of efforts will be to proactively identify and overcome supply chain gaps and weaknesses to effectively source cheaper materials, coordinate transport costs effectively and quickly, and, ultimately, ensure that Jibu remains hyper-competitive in product pricing while ensuring sufficient stock at all times. 
    The Director position functions as an advisor to the in-country supply and procurement teams with dotted-line management supervision. It also serves as a consultant to the Managing Directors assisting them with systems, vendor negotiations and management, and the oversight that allows them to maximize the effectiveness of their operations.    
    Additionally, the DSC will be responsible for new product development as Jibu seeks to incorporate new products that meet basic needs in addition to the core product (water) and will be instrumental in sourcing new and better ways to accomplish our mission through modifications to and/or change-out of any and all resources used by Jibu in providing products and services. Finally, the DSC may be responsible for more broadly supporting needs and addressing gaps across Jibu’s Africa operations. Primary responsibilities will vary and require hands-on persistence, long hours, and agility to respond to the challenges/needs that arise day to day.
    Essential Duties and Responsibilities: 

    Lead and design the company’s supply chain strategy
    Develop demand planning systems 
    Procurement
    New product development
    Vendor management
    Negotiation with suppliers and partners 
    Forwarding and transport
    Warehouse and inventory management
    Customs clearing
    Product quality control
    Assistance in managing supply chain staff 
    General operations and logistics
    Develop and implement business processes

    Qualifications:

    Strong for-profit business supply chain management experience
    At least 3 years’ experience working in supply chain in an emerging market context, preferably in sub-Saharan Africa
    Cultural knowledge and experience working or living in a developed market context, preferably in Europe or the United States
    A team player with a sense of adventure wanting to make a difference
    Personality profile: practical, organized, responsive, persistent, likeable, resourceful, likes challenges
    Sourcing experience in China is a plus
    Fluent English language skills
    Local language skills a plus
    Franchise experience a plus 

    Compensation:
    The successful candidate will earn a competitive base salary. Strong performance and/or equity incentives may be additionally offered on the achievement of organizational goals

  • Sourcing Administrator

    Sourcing Administrator

    Job description
    KONE, one of the global leaders in the elevator and escalator industry is looking for a Sourcing Administrator for our Kenya Office.
    Responsibilities

    Ensure timely, quality and cost competitive supply to unit
    Responsible for meeting targets and deliverables set by Sourcing Unit Manager/ Managing Director
    Responsible to update and maintain price lists in relevant systems and databases
    Accountable for processing all incoming and outgoing goods activities for Branch Proximity Stock, order related material deliveries or parcel deliveries
    Accountable to perform the Physical inventory of Branch Proximity Stocks, according to frontline and global regulations
    Ensure compliance and adherence to KONE sourcing policies and procedures
    Ensure compliance with quality, safety, and environmental standards
    Ensure cross-functional collaboration and stakeholder relationships

    Requirements

    Bachelor degree preferably with Accounting and Finance background
    Fluent level of English, additional languages are a plus
    Minimum 3 years of experience in sourcing, supply chain or relevant area
    Proficient in MS Office with excellent knowledge in Excel and powerpoint
    Experience with SAP will be an added value
    Good Negotiation skills, with the basic know-how of Contract and service level agreement.

  • Operations Coordinator Maintenance Worker Nutritionist Nurse Lab Technician Clinical Officer Music Teacher SST/Kiswahili/CRE Teacher ICT Teacher Reliever Teacher Middle School Teachers Pharmaceutical Technologist Pharmacy Stores Assistant

    Operations Coordinator Maintenance Worker Nutritionist Nurse Lab Technician Clinical Officer Music Teacher SST/Kiswahili/CRE Teacher ICT Teacher Reliever Teacher Middle School Teachers Pharmaceutical Technologist Pharmacy Stores Assistant

    Grade: 2.3 Section: Business Services Department: Operations and Resources Location / Work station: Kibera/Mathare/Mukuru/Bangladesh Working Hours: Monday – Friday | 8.00 AM – 5.00PM
    Reports to: Operations Manager Direct reports: Food &Beverage Coordinator, Driver Job Purpose: To be responsible in assisting the Operations Manager in the coordinating logistics and day to day operations of the business.
    Job Responsibilities

    Oversee daily operations of the office.
    Schedule and coordinate vendors.
    Keep organized ledger of expenses.
    Remain on budget by always seeking the best prices for supplies and services.
    Foster good working relationships with vendors and service providers.
    Ensure all office equipment is functioning properly.
    Monitor supply stock and place orders as needed.
    Build and maintain strong customer relationship through regular meetings and communications.
    Contact maintenance and ensure needed repairs are complete.
    Keep a master calendar of schedules and vacations.
    Organize and update files as needed.
    Answer phones, emails, and conduct basic clerical work.
    Keep conference rooms clean, neat, and well stocked.

    Qualifications

    Degree in Business Management/Supply Chain/Procurement/Inventory Management
    At least 4 years’ of experience in operations
    Experience in the customer service field

    Behavioral Competencies/Attributes:

    Excellent phone etiquette
    Solid computer skills, including email and Microsoft Office
    Basic bookkeeping skills
    Good typing skills
    Customer service orientated
    Excellent phone etiquette
    Ability to coordinate multiple schedules
    Highly organized with an aptitude for problem solving
    Neat, professional appearance
    Able to prioritize tasks and work independently
    Friendly and personable
    Assertive
    Honesty and integrity

    go to method of application »

  • Parts Assistant Manager

    Parts Assistant Manager

    Job Responsibilities

    Managing overall direction, coordination and evaluation of procurement for parts
    Manage stock levels in relation to sales targets and returns on investment
    Manage parts warranty issues in liaison with the manager in charge of service.
    Supervising the parts associates; Parts Sales officer, Parts Inventory officer, Parts Warehouse officer
    Creating Parts Section objectives in alignment with company policies
    Oversee the parts stock take and related inventories
    Ensuring that the company stocks management policies and procedures are followed
    Ensure availability of sufficient stock levels of parts
    Maintaining an effective parts section to ensure internal and external customer satisfaction
    Timely preparation of parts section budget as well as ensure timely stock taking of parts
    Achieving parts sales targets
    Submission of all parts warranty and returns claims within the required time frame to maximize on credit

    Qualifications

    Age; 27 years of age and above
    A minimum of Diploma in sales and marketing or in inventory/Stock management or in purchasing and supplies or any other business related course
    Experience and knowledge in parts sales and stock management and inventory control
    At least 2 years work experience in managing parts section in the automotive industry.
    Must be proficient in ICT
    Suitable candidate should be of unquestionable integrity
    They should also be dynamic and a team player.
    The suitable candidate should have a good understanding of parts sales