Procurement Jobs Kenya 2013.
Procurement Officer
Why we are here: To stop the degradation of the planet’s natural environment and to build a future in which humans live in harmony with nature.
Position Title: Procurement Officer
Supervised by: Head of Finance
Supervises: N/A
Location: Nairobi
Supervised by: Head of Finance
Supervises: N/A
Location: Nairobi
Mission of the Department: To ensure a high performing ESARPO and Kenya Country Office with efficient and strong operational resources as key components of WWF’s business.
Major Functions: Working closely with the Head of Finance takes the responsibility for the administration, procurement and logistics management functions of ESARPO.
Major Duties and Responsibilities:
Procurement
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
Procurement
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 authorised 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
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 authorised 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
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 Programme’s assets, adapted to the specific needs of each site.
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 Programme’s assets, adapted to the specific needs of each site.
Motor Vehicle Management
Ensure appropriate policies are in place for management of motor vehicles
Ensure a policy is in place; areas to concentrate – records, use, acquisition, organizational needs, Fuel procedures, disposal procedures etc.
Takes responsibility for managing the vehicle fleet in the ESARPO hub office
Ensure appropriate policies are in place for management of motor vehicles
Ensure a policy is in place; areas to concentrate – records, use, acquisition, organizational needs, Fuel procedures, disposal procedures etc.
Takes responsibility for managing the vehicle fleet in the ESARPO hub office
Profile:
Required Qualifications and experience:
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 a reputable International NGO in a similar or equivalent job for at least five years.
Required Qualifications and experience:
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 a reputable International NGO 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 knowledge of computer applications;
Excellent oral and written communications skills in English and Swahili;
Adherence to WWF’s values, which are: Optimistic, Engaging, Determined and Knowledgeable.
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 knowledge of computer applications;
Excellent oral and written communications skills in English and Swahili;
Adherence to WWF’s values, which are: Optimistic, Engaging, Determined and Knowledgeable.
Supervisory control: N/A
Working Relationships:
Internal: Interacts with the ESARPO staff and all KCO staff on a daily basis, and as required and interacts with the WWF Eastern and Southern Africa, WWF International, and other WWF Network staff.
Internal: Interacts with the ESARPO staff and all KCO staff on a daily basis, and as required and interacts with the WWF Eastern and Southern Africa, WWF International, and other WWF Network staff.
External: Interacts with national governmental institutions, non-governmental organisations, academic institutions, the media, donors, specialists / consultants, and other stakeholders, in collaboration with the Head of Finance
This job description covers the main tasks and conveys the spirit of the sort of tasks that are anticipated proactively from staff.
Other tasks may be assigned as necessary according to organizational needs.
How to Apply
Interested candidates who meet the above requirements should email a cover letter and CV with the Procurement Officer Application on the subject line to the Senior People Organisation Development Officer (Snr. POD), WWF-KCO, HResource@wwfesarpo.org not later than 30th November 2013.
Interested candidates who meet the above requirements should email a cover letter and CV with the Procurement Officer Application on the subject line to the Senior People Organisation Development Officer (Snr. POD), WWF-KCO, HResource@wwfesarpo.org not later than 30th November 2013.
Only shortlisted candidates will be contacted.
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