Procurement and Administration Officer

Procurement and Administration Officer

Specialization: PROCUREMENT

Location: Nairobi

Status: Active

Salary: Confidential

Job Responsibilities

Administration and Logistics

• Policy Development and Implementation: Participate in developing, implementing, and interpreting administration policies and procedures.
• Asset Management: Execute the transport policy and asset management plan, efficiently managing CHAK’s fleet of vehicles.
• Asset Monitoring: Monitor assets’ usage and generate monthly reports, maintaining an accurate asset register.
• Travel Coordination: Coordinate local travel, including taxi services, and oversee front office operations, including mail and courier services.
• Record Keeping: Maintain records of all LPOs, RFPs, quotations, and tender documents, generating annual budgets for the section.
• Asset Maintenance and Disposal: Coordinate the maintenance and disposal of assets in line with CHAK’s policy.
• Regulatory Compliance: Ensure timely acquisition of operational licenses and payment of rates, as well as timely renewal of all relevant insurances for the organization.

Procurement

• Policy Implementation: Implement all procurement-related policies and procedures, including generating an annual procurement plan.
• Compliance: Operationalize and implement all procurement laws, regulations, and guidelines applicable in the tendering process and all processes throughout the organization.
• Supplier Management: Coordinate pre-qualification of suppliers, maintain an accurate database of all suppliers, and offer advisory services to user departments for cost-effective and efficient procurement.
• Procurement Committee: Lead and participate in procurement committee deliberations, including tendering and bidding processes.
• Purchase Orders: Generate purchase orders and ensure timely delivery of goods and services, advising the Head of Finance and Administration on areas of improvement.

Job Requirements

• Bachelor’s degree in Business Administration, Commerce, Finance, or related disciplines.
• Diploma in Purchasing and Supplies or its equivalent from a recognized institution.
• Certified Procurement and Supply Professional of Kenya.

Mandatory Documents

• Relevant professional certificates.
• Cover Letter.
• Curriculum Vitae.

Personal Attributes

• Member of CIPS or KISM with a valid Supplies Management Practitioner’s License.
• At least 5 years of experience serving 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.

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Expert Tips To Be A Successful Applicant for Procurement and Administration Officer Role

1. Highlight Relevant Experience: Tailor your resume to showcase procurement and administrative experience, emphasizing accomplishments that align with the job requirements.
2. Demonstrate Compliance Knowledge: Showcase your understanding of procurement laws and regulations in Kenya, demonstrating your ability to ensure organizational compliance.
3. Emphasize Communication Skills: Highlight your fluency in spoken and written English, essential for effective communication in this role.
4. Showcase Leadership Abilities: Discuss instances where you led procurement committees or provided advisory services, demonstrating your leadership and decision-making capabilities.
5. Illustrate Budgeting Expertise: Provide examples of your experience in budgeting and financial management, showcasing your ability to generate and manage budgets effectively.
6. Highlight Supplier Management Skills: Emphasize your expertise in supplier management, including pre-qualification and maintaining supplier databases.
7. Discuss Asset Management Experience: Detail your experience in asset management, including maintenance, disposal, and regulatory compliance.
8. Focus on Continuous Improvement: Highlight instances where you contributed to process improvements or implemented internal controls to enhance efficiency and effectiveness.
9. Tailor Your Cover Letter: Customize your cover letter to express your interest in the role and how your skills and experiences make you an ideal candidate.
10. Follow Application Instructions: Ensure all mandatory documents are included and submitted as per the application instructions provided.

SAMPLE COVER LETTER FOR A PROCUREMENT AND ADMINISTRATION OFFICER

[Your Name]

[Your Address]

[City, State, Zip Code]

[Your Email Address]

[Your Phone Number]

[Date]

 [Hiring Manager’s Title]

Christian Health Association of Kenya

[Company Address]

[City, State, Zip Code]

Dear [Employer’s Name],

I am writing to express my interest in the Procurement and Administration Officer position at  Christian Health Association of Kenya, as advertised. With a Bachelor’s degree in Business Administration and over five years of experience in procurement and administration roles within the NGO sector, I am confident in my ability to contribute effectively to your team.

During my tenure at [Previous Organization], I successfully implemented procurement policies and procedures, ensuring compliance with relevant regulations and guidelines. I led procurement committee deliberations, resulting in cost-effective sourcing strategies and timely delivery of goods and services. Additionally, I managed asset portfolios, maintaining accurate records and ensuring regulatory compliance.

My experience in budgeting and financial management, coupled with my proficiency in supplier management and asset tracking, aligns well with the requirements of the Procurement and Administration Officer role at Christian Health Association of Kenya  I am eager to bring my skills and expertise to your esteemed organization and contribute to its continued success.

Please find attached my resume, which provides further details about my qualifications and experiences. I am available at your earliest convenience for an interview to discuss how my background, skills, and enthusiasm make me a strong fit for this position.

Thank you for considering my application. I look forward to the opportunity to contribute to the success of Christian Health Association of Kenya.

Warm regards,

[Your Name]

We are committed to attracting and retaining the best employees from all races and backgrounds in our continued effort to become a better development partner. We are an equal opportunity employer and do not charge any application/recruitment fee, whether refundable or not.

THE KENYAN JOB-FINDER