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Admin and Procurement Coordinator

3 months ago

Nairobi, Kenya Corporate Staffing Services Full time

The Admin and Procurement Coordinator will support Kenya in a USAID-funded TB program.

Overall responsibilities include:

S/He will collaborate with Country Project Director\Project Lead and Regional Finance and Admin Director ensure that the Tuberculosis Program Support Activity Procurement and operations are implemented as per MSH Mission, values, policies and standard operating procedures, and local laws and regulations and to safeguard the assets (financial and physical) of MSH and ultimately USAID against fraud, loss, or misuse. contractual, and political integrity. The Admin and Procurement coordinator is responsible for executing all purchases for goods and applicable services for the Tuberculosis Program Support Activity and any other MSH projects in Kenya when needed in compliance with MSH procurement policies and procedures. S/he sources vendors, negotiates contracts per set guidelines, ensures prompt delivery and liaises with the accounting office to ensure that vendors are paid in a timely manner. S/He will provide transport and Logistics support in booking staff, and consultants travel and accommodations and coordinating appointments, meetings, preparing and disseminating materials & information. S/He will provide administrative support to the Tuberculosis Program Support Activity by ensuring the availability for office utilities, office supplies & office consumable items & store management and to ensure that MSH facilities are operating efficiently and in optimal condition. S/He will maintain and update the Monthly Procurement plan, Monthly Procurement tracker, Reconcile Open PO in QBO, other Adhoc procurement reports and VAT Tracker and VAT Reports. The Admin and Procurement coordinator is also responsible for maintaining MSH facilities to ensure that they are operating efficiently and in optimal condition provide full coverage of the front desk and the duties associated.

Procurement Management (25%)

Ensure competent quality execution of all the Tuberculosis Program Support Activity Source, select and negotiate for the best purchase packages available in terms of quality, price, terms, and deliveries and service. Receive quotations and pro-forma invoices from vendors. Prepare and process purchase orders from the QBO EPR and documents in accordance with MSH policies and procedures including EPLS and ATTUS checks. Perform clearance verification ie. EPLS, ATTUS checks prior to procurement award in accordance with MSH policies and procedures. Provide support of procurement in the execution and proper recording in QuickBooks of all approved payments for local vendors, contractors and consultants for goods and services received, in accordance with the laws and regulations of the country, MSH standard operating procedures and USAID regulations. Support project staff in the development and review of specifications for required purchases. Manage pre-qualification and selection process for bulk purchases. Coordinate with suppliers to ensure on-time delivery. Manage the delivery of all procured goods and Document the same. Maintain updated purchasing data and records and pricing in the system. Coordinate clearance of imported goods, including timely receipt of all tax exemptions. Evaluate performance of all vendors to ensure utilization of only high-quality vendors. Prepare regular procurement status reports as required by supervisor Develop and maintain effective filing systems for procurement documentation. Schedule store visits and conduct competitor surveys. Prepare, maintain, and update the Procurement plan, Monthly Procurement tracker, Reconcile Open PO in QBO, other Ad hoc procurement reports. Maintain VAT Tracker, Refunds, and prepared annual VAT Reports.

Workshops/Accounting (25%)

Working with Travel & Logistics co-coordinator for booking travel and accommodations for staff and consultants, and in processing required authorizations. Prepare correspondence and communicate on behalf of staff and consultants as required. Coordinate conferences/workshops and/or requested services including reserving conference/workshop venues, determining catering needs, preparing conference/workshop materials, assistance with arranging for the travel, lodging, and registration of participants, consolidating conference/workshop evaluation result, and maintaining any necessary records.

Transport and Logistics (30%)

Liaise with the Travel Agent and Source Air tickets for staff, consultant, and partners as per the provided itinerary, Airport transfers and in processing required authorizations, and the necessary supporting documentation. Prepare and disseminate travel information brief for all visiting Staff, consultant and partners ensuring all keys transfer details, hotel booking confirmation, staff contact, and relevant Security information is included. Source ground transport for Staff, consultant, and partners in support of activities per the shared travel plan and activity transport schedule. Coordinate and prepare mailings, posting and courier/shipping of various documents to/from Project sites.

Front Office Management (15%)

Responsible for full coverage of the front desk and the duties associated with it, including making and receiving telephone calls, registering and distribution of mail, parcel Receiving and directing visitors to the respective offices. Monitoring of the Biometric Access controls to ensure they are functioning okay. Coordination of boardroom bookings and any support need during the use us as set up of the relevant equipment.

General (5%)

Provide administrative support to all projects in the country by ensuring the availability for office utilities, office supplies & office consumable items & store management Oversight office cleaning services, office maintenance & repair as well as prepare monthly airtime for staff communication Assist in the distribution of checks to vendors; this involves calling vendors to advise that checks are ready for collection. Maintain store inventory of office kitchen consumable items supplies & stationaries. Required Minimum Education Graduate degree and other vocational qualification in procurement with 3 years experiences in previous procurement, logistics and office management

Required:

At least three years of work experience in procurement preferably in a developing countries context Experience in working with USG and Other Donor funded projects required and knowledge of applicable Donor regulations and requirements specifically related to procurement. Ability to use basic accounting software i.e. Quickbooks Online Procurement module (Procure to Payment), accounting, creating, and analyzing journal entries. Advanced spreadsheet skills required such Power BI for monthly Analytics and reporting required. Familiarity with accounting or business information systems software strongly preferred. Database skills desired. (Microsoft Office applications preferred). Understanding of the Procurement related Taxation law ie Duties, Taxes, VAT, W/Taxes, and exemption procedures

Knowledge And Skills

Strong management, analytical and organizational skills demonstrated by ability to work both independently and within a team, assess priorities, and manage a variety of activities with attention to detail. Understanding of the principles of adequate documentation and of audit, and of the procedures necessary to ensure audit compliance. English fluency required (including speaking, writing, understanding, and reading and the ability to work with vendors, staff, and stakeholders). Excellent communication and inter-personal skills. Expert skills in Microsoft Word, Excel, and QuickBooks or similar accounting packaging, comfortable in a Windows PC environment. Ability to work in a cross-cultural team and willingness to travel.

Competencies

To continue process innovation, must be determined, self-motivated, and with excellent interpersonal skills.

Group facilitation. Capable of managing work with shifting priorities Able to manage and coordinate a variety of activities simultaneously. Can work in a team-oriented environment while driving for results. Perform logical analysis. Creative problem solving Organized and detail-oriented. Process oriented Physical Demands Travel requirements: Availability to travel domestically and internationally as needed. Keyboard use, Pulling drawers, Lifting papers

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