Administrative Officer II – Procurement – Nairobi, Kenya – 2025
- Position: Administrative Officer II – Procurement
- Location: Nairobi, Kenya
- Type of Job: Full-time, Two years (renewable by mutual consent and availability of funds)
- Job Category: Administration, Procurement
- Salary: Competitive, commensurate with experience
- Reporting To: Finance and Operations Manager
- Jobs Supervised: Administrative Assistant I, Administrative Officer I
- Application Deadline: January 31, 2025
Introduction
We are seeking a dynamic Administrative Officer II – Procurement to join a highly impactful organization dedicated to improving the health and well-being of vulnerable populations in East Africa. This role provides a unique opportunity to drive meaningful impact through exceptional procurement and administrative management.
Location: Nairobi, Kenya
Mode of Work: Onsite
About Us
Population Council Kenya (PC-Kenya) is a globally recognized organization committed to advancing the health and well-being of vulnerable and marginalized populations across East Africa and beyond. Since its inception, PC-Kenya has spearheaded cutting-edge research and implemented innovative solutions to address pressing issues, including sexual and reproductive health, HIV prevention, and gender-based violence.
Our work involves:
- Designing and scaling impactful interventions for sexual reproductive health and rights (SRHR).
- Developing sustainable solutions for girls’ educational and economic empowerment.
- Implementing evidence-based approaches to reduce HIV transmission and unintended pregnancies.
- Strengthening service-integration models to promote health equity.
Join us to become part of a diverse, mission-driven team that values innovation, collaboration, and excellence.
For more details, visit our official website.
Key Responsibilities
Procurement:
- Ensure strict adherence to organizational procurement policies, providing training to staff as necessary.
- Develop and manage budgets and cost parameters for procurement activities.
- Maintain accurate records for all purchases, pricing, and vendor information.
- Build and sustain excellent relationships with vendors/suppliers to ensure quality and reliability.
- Lead supplier/vendor prequalification exercises and update qualification records.
- Analyze supply and price options to negotiate optimal deals.
- Create and update the organization’s inventory of incoming and current supplies.
- Collaborate with the Procurement Committee to align procurement goals with operational needs.
Administrative Management:
- Coordinate and oversee staff travel arrangements, including ticketing, transport, and security logistics.
- Supervise general office management, ensuring cleanliness, professionalism, and smooth operations.
- Maintain and regularly verify the asset register and ensure proper asset labeling.
- Support PC-Kenya Board operations, including preparation and coordination of meeting documents.
Fleet Management:
- Ensure office vehicles are safe, roadworthy, and regularly serviced.
- Manage vehicle usage, including scheduling and security measures.
- Provide oversight for transport requests, fueling processes, and vehicle log sheet maintenance.
Qualifications and Skills
Required Qualifications:
- Master’s degree in strategic management or business administration.
- Minimum of 3 years’ experience in procurement or a similar administrative role.
- Proficiency in Microsoft Office Suite (Word, PowerPoint, Outlook, and Excel) and purchasing software.
- Exceptional communication, negotiation, and organizational skills.
Preferred Qualifications:
- Previous experience in NGO settings with a strong understanding of donor compliance.
- Demonstrated ability to work independently and multitask effectively in a multi-cultural environment.
- Expertise in logistics, supply chain management, and market mechanisms.
Company Culture and Values
At Population Council Kenya, we prioritize a collaborative, diverse, and inclusive work environment. Our mission is driven by a commitment to integrity, innovation, and excellence. We actively invest in our employees’ professional growth and foster a culture that promotes team spirit, ethical practices, and community impact.
How to Apply
Qualified candidates are encouraged to send their resume and cover letter to jobs-nairobi@popcouncil.org by January 31, 2025.
Only shortlisted candidates will be contacted.
For more exciting opportunities, visit our Kenyan Job Finder page.
We Are an Equal Opportunity Employer
We are dedicated to fostering a workplace that welcomes diversity. All qualified candidates are encouraged to apply, regardless of race, gender, or background.
ATS-Compliant Cover Letter Example
[Applicant’s Name]
[Address]
[City, State, ZIP Code]
[Email Address]
[Phone Number]
[Date]
[Hiring Manager’s Name]
Population Council Kenya
Nairobi, Kenya
Subject: Application for the Position of Administrative Officer II – Procurement
Dear [Hiring Manager’s Name],
I am writing to express my keen interest in the Administrative Officer II – Procurement role at Population Council Kenya. With a proven background in procurement management and administrative support, coupled with over [X years] of experience in [specific areas, e.g., procurement strategies, vendor relations, and fleet management], I am confident in my ability to contribute significantly to your mission of empowering vulnerable populations across East Africa.
In my previous role as [Your Previous Title] at [Your Previous Company], I:
- Led procurement initiatives that achieved cost reductions of up to [X]% while maintaining high-quality standards.
- Developed and maintained supplier prequalification systems, enhancing organizational efficiency.
- Streamlined administrative operations, resulting in improved staff productivity and resource optimization.
My expertise in logistics, procurement policies, and compliance requirements aligns seamlessly with your organization’s goals. I am particularly drawn to PC-Kenya’s dedication to promoting sexual reproductive health rights and socio-economic empowerment, as these values resonate with my own professional ethos.
I thrive in multicultural environments and possess a proven ability to collaborate across diverse teams. My meticulous organizational skills and proficiency in purchasing software and Microsoft Office Suite equip me to meet and exceed the demands of this role.
I would welcome the opportunity to contribute to Population Council Kenya’s mission and discuss how my skills and experiences align with your needs. Thank you for considering my application.
Yours sincerely,
[Your Full Name]
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