Saferworld Kenya: Admin and Procurement Assistant

Overview

Saferworld, a leading international organization dedicated to preventing violent conflict and fostering safer lives, is seeking a dynamic Admin and Procurement Assistant. Based in Nairobi and reporting to the Finance Officer, this national position plays a pivotal role in ensuring the smooth operational functioning of Saferworld’s mission. Join us in making a positive impact and contributing to lasting peace.

Key Responsibilities

1. Administration

Organized Office Environment:

• Maintain a well-organized and tidy office space.
• Manage office supplies, ensuring optimal stock levels.
• Handle incoming/outgoing mail and packages.

Appointment Coordination:

• Schedule and coordinate appointments, meetings, and conferences.
• Assist team members in organizing events.

Travel Arrangements:

• Coordinate travel plans aligning with organizational policies and budget.

2. Procurement

Supplier Management:

• Obtain quotations, negotiate terms, and prepare comparative bid analysis.
• Review, record, and prioritize purchasing requests.
• Oversee procurement adherence to laws, rules, and regulations.

Purchase Order Management:

• Prepare accurate purchase orders in compliance with Saferworld’s policy.
• Monitor and track orders to ensure timely delivery.
• Collaborate with finance and logistics for smooth procurement processes.

HR Responsibilities:

• Assist in the recruitment process.
• Coordinate new employee onboarding.
• Maintain up-to-date employee records.
• Handle personnel-related documentation.
• Assist employees with benefit inquiries.
• Ensure HR practices comply with legal requirements.

Person Specification

Education:

• Bachelor’s degree in Secretarial Studies, Procurement, or Business and Office Management.
• Relevant professional certification, e.g., CIPS or APSK.

Experience:

• Minimum three years in administration and procurement.
• NGO/CSO or INGO experience preferred.

Skills:

• Independent and analytical thinker.
• Confident negotiation and persuasion skills.
• Strong communication and presentation abilities.
• Proficient in MS Office and other office applications.

Terms and Conditions

• Probation: Three months.
• Working Hours: 37.5 hours.

Application Process

To apply, send your CV and a cover letter to jobs@saferworld.org.uk with the subject (Admin & P_SW KENYA). Saferworld is an equal opportunity employer committed to diversity and inclusion. No application fees are charged. Deadline: 17th December 2023; shortlisting and interviews on a rolling basis.

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Expert Tips to Be a Successful Applicant

1. Tailor Your CV: Customize your CV for the role, highlighting relevant skills and experiences.
2. Showcase Achievements: Use quantifiable achievements to stand out. E.g., “Improved procurement efficiency by 20%.”
3. Research Saferworld: Demonstrate knowledge about Saferworld’s work and values in your cover letter.
4. Highlight Soft Skills: Emphasize soft skills like adaptability and teamwork.
5. Use Action Verbs: Start bullet points on your CV with strong action verbs for impact.
6. Connect with Saferworld’s Mission: Align your experiences with Saferworld’s commitment to peace and security.
7. Demonstrate Problem-Solving: Share instances where you successfully resolved challenges.
8. Utilize Keywords: Incorporate relevant keywords from the job description in your application.
9. Provide References: Include professional references to strengthen your application.
10. Follow Up: Send a polite follow-up email expressing continued interest after applying.

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Frequently Asked Questions

Q1: What is the probation period for this role?

A: The probation period is three months.

Q2: How will Saferworld notify shortlisted candidates?

A: Shortlisting and interviews will be conducted on a rolling basis, and candidates will be notified accordingly.

Q3: Are there any application fees?

A: No, Saferworld does not charge any application, processing, or recruitment fees.

Q4: Can I submit a late application after the deadline?

A: Late applications may not be considered, so ensure to submit before the 17th December 2023 deadline.

Q5: What is the working hour requirement for this position?

A: The position requires 37.5 hours per week.

Q6: Is there room for career growth within Saferworld?

A: Saferworld is committed to the professional development of its employees, providing opportunities for career growth.

Q7: How diverse is Saferworld’s workforce?

A: Saferworld promotes diversity and inclusion, striving for a workforce free of discrimination.

Q8: Can I apply if I have experience in a different sector?

A: Experience in administration, procurement, or a related field is preferred, but skills from other sectors may be considered.

Q9: What HR practices should I be aware of as an applicant?

A: Familiarize yourself with Saferworld’s HR practices, ensuring alignment with legal requirements.

Q10: What is the interview process like at Saferworld?

A: The interview process may involve multiple stages, including competency-based questions and a discussion of your experiences.

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Cover Letter Sample:

[Your Name]

[Your Address]

[City, Country, ZIP Code]

[Email Address]

[Phone Number]

[Date]

Hiring Manager

Saferworld Kenya

[Nairobi Office Address]

[Nairobi City, Country, ZIP Code]

Dear Hiring Manager,

I am writing to express my strong interest in the Admin and Procurement Assistant position at Saferworld, as advertised. With a Bachelor’s degree in Secretarial Studies, a Graduate Diploma in CIPS, and over three years of experience in procurement and administration within the NGO sector, I am confident in my ability to contribute effectively to your team.

Throughout my career, I have successfully streamlined administrative processes, negotiated favorable terms with suppliers, and ensured compliance with procurement regulations. My experience aligns with Saferworld’s commitment to peace and security, and I am eager to bring my skills in organizational efficiency to your esteemed organization.

I am impressed by Saferworld’s impactful work, and I am excited about the prospect of contributing to your mission. My strong analytical and critical thinking skills, along with my confident negotiation abilities, make me an ideal fit for this role. I am enthusiastic about the opportunity to further discuss how my skills and experiences align with the needs of Saferworld.

Thank you for considering my application. I look forward to the possibility of contributing to Saferworld’s success and making a positive impact on global peace and security.

Sincerely,

[Your Full Name]