Job Profile

Christian Health Association of Kenya (CHAK) is looking to hire an experienced Procurement and Administration Officer with expertise in procurement for USG projects. The Procurement and Administration Officer will support CHAK in overseeing logistics, administration, and procurement. The role holder is expected to ensure organizational efficiency and effectiveness in utilization of CHAKs resource.

Key Responsibilities & Duties

Administration and Logistics

• Participate in the development, implementation and interpretation of administration policies and procedures,
• Execute the transport policy and asset management plan.
• Efficiently manage CHAKs fleet of vehicles.
• Monitor assets usage and generate monthly reports.
• Maintain an accurate asset register.
• Coordinate local travel including taxis services.
• Oversee front office operations including mails and courier services.
• Record keeping of all LPOs, RFPs, Quotations and Tender Documents
• Generate annual budgets for the section.
• Coordinate the maintenance and disposal of assets in line with CHAKs policy.
• Ensure all operational licenses are timely acquired and rates paid.
• Timely renewal of all relevant insurances for the organization.

Procurement

• Implement all policies and procedures relating to procurement.
• Generate annual procurement plan for the organization.
• Operationalize and implement all procurement laws, regulations, and guidelines applicable in the tendering process and all processes throughout the Organization.
• Coordinate pre-qualification of suppliers.
• Offer advisory services to user departments for cost effective and efficient procurement.
• Maintain an accurate database of all suppliers.
• Lead and participate in procurement committee deliberations including tendering and bidding processes.
• Generate Purchase Orders and ensure timely delivery of goods and services.
• Advise the Head of Finance and Administration on areas of improvements.
• Generate monthly procurement report.
• Participate in departmental meetings.

Qualifications

• Bachelor’s degree in business administration or commerce or finance or related disciplines
• Diploma in Purchasing and supplies or its equivalent from a recognized institution.
• Member of CIPS or KISM with valid Supplies Management Practitioners License.
• At least 6 years’ experience having served in a comparable position in a large NGO.
• Experience in budgeting and financial management.
• Fluency in spoken and written English
• Experience in designing and improving internal controls to improve efficiency.

• Participate in the development, implementation and interpretation of administration policies and procedures,
• Execute the transport policy and asset management plan.
• Efficiently manage CHAKs fleet of vehicles.
• Monitor assets usage and generate monthly reports.
• Maintain an accurate asset register.
• Coordinate local travel including taxis services.
• Oversee front office operations including mails and courier services.
• Record keeping of all LPOs, RFPs, Quotations and Tender Documents
• Generate annual budgets for the section.
• Coordinate the maintenance and disposal of assets in line with CHAKs policy.
• Ensure all operational licenses are timely acquired and rates paid.
• Timely renewal of all relevant insurances for the organization.
• Implement all policies and procedures relating to procurement.
• Generate annual procurement plan for the organization.
• Operationalize and implement all procurement laws, regulations, and guidelines applicable in the tendering process and all processes throughout the Organization.
• Coordinate pre-qualification of suppliers.
• Offer advisory services to user departments for cost effective and efficient procurement.
• Maintain an accurate database of all suppliers.
• Lead and participate in procurement committee deliberations including tendering and bidding processes.
• Generate Purchase Orders and ensure timely delivery of goods and services.
• Advise the Head of Finance and Administration on areas of improvements.
• Generate monthly procurement report.
• Participate in departmental meetings.

• Fluency in spoken and written English
• Experience in designing and improving internal controls to improve efficiency.

• Bachelor’s degree in business administration or commerce or finance or related disciplines
• Diploma in Purchasing and supplies or its equivalent from a recognized institution.
• Member of CIPS or KISM with valid Supplies Management Practitioners License.
• Experience in budgeting and financial management.