Procurement & Administration Manager

5 days ago

Nairobi, Nairobi Area, Kenya Career Directions Limited (CDL) Full time 900,000 - 1,200,000 per year
Job Title: Procurement & Administration Manager
Reports To: Head of finance
Department: Procurement
Location: Nairobi
Note: Fluency in Gujarati or Hindi is a required skill for this role due to the nature of supplier communications and stakeholder engagement.

Job Purpose:
Reporting to the CEO - The role is responsible for planning, streamlining, and executing all procurement and administrative duties. It includes managing imports, general procurement, inventory controls, repairs and maintenance of services and equipment. The position coordinates with various government and regulatory agencies for compliance and renewals licenses, permits and other statutory documents.

Key Responsibilities Summary
 A. Import & Export Operations (Pre & Post-Import) – 30%

• Manage end-to-end import processes including IDF preparation, permits, marine insurance, supplier coordination, and customs clearance.

• Review and track post-import documentation and ensure accurate goods entry into the system.

• Communicate shipment ETAs internally and update costing and physical import files accordingly.

B. Procurement & Inventory Control – 10%

• Handle vendor management, stock monitoring, procurement documentation, and vendor account setup.

• Conduct stock takes, manage re-order levels, and track procurement activities and performance.

C. Spare Parts Management – 5%

• Oversee importation and inventory of biomedical spare parts, ensuring timely delivery and stock adequacy.

D. Financial Oversight & Reporting – 15%

• Support budgeting, invoice processing, supplier payments, cost reporting, and procurement analytics for financial efficiency.

E. Insurance, Security & Permit Renewals – 30%

• Coordinate insurance for assets and vehicles, and ensure timely renewal of statutory licenses (business permits, fire license, branding, etc

• Implement and monitor safety measures including security systems (e.g., CCTV).

F. NTSA, Immigration, and County Matters – 5%

• Manage vehicle inspections, logbook transfers, driving license renewals, work permits, and immigration documents.

G. General Admin & Operations – 5%

• Ensure smooth logistics, office maintenance, procurement of supplies, document management, and internal event coordination.

H. Compliance & Quality Control – 5%

• Ensure adherence to procurement policies, product certifications (CE, FDA), and vendor audits for quality assurance.

I. Government & Statutory Compliance – Integrated

• Ensure timely renewals of regulatory licenses and continuous compliance with customs, import laws, and business regulations.

J. Human Resource Support – 15%

• Supervise and support procurement/admin staff, lead training initiatives, oversee performance reviews, and foster team development aligned with organizational goals.

Requirements Qualifications and Skills:
Educational Requirements:

• Bachelor's degree in Business Administration, Supply Chain Management, Logistics, or a related field. A professional certification in procurement or supply chain management is a plus (e.g., CIPS, CPP).

• Ability to speak and understand Gujarati or Hindi (mandatory) due to the nature of supplier communications and stakeholder engagement.
Experience:

• Minimum of 3-5 years of experience in procurement, administration, or logistics management, preferably in healthcare, medical equipment, or related industries.

• Experience in managing relationships with both local and international suppliers.

• Knowledge of procurement software and inventory management systems.

Note:Due to the high volume of applications, only shortlisted candidates will be reached out to.

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