Job Opportunities

summary

This position serves as a resource in providing programmatic and administrative support to the Regional Office. This includes organizing travel, scheduling meetings, preparing financial reports, and stewardship of the master confidential files. S/he will be also responsible to manage assigned projects, data collection and analysis for decision making, and plays designated roles as a member of the logistics and administrative support team of the Africa Regional Office. This position handles the most sensitive information and records and requires the highest level of confidentiality and professional demeanor.

DUTIES/RESPONSIBILITIES

  • Supports programmatic initiatives at RO level in key areas, corporate partnerships and engagement, advocacy, research and documentation.
  • Responsible for the Regional Office’s administrative duties that includes:  responding to routine correspondence and requests on behalf of the Regional Director (RD); proof reading correspondence; and assisting in maintaining program and financial records
  • Manage the travel arrangements of the RD and other designated staff. This includes liaison with the travel agent, preparing itineraries, ticketing, and documentation of travel authorizations, hotel and rental car reservations, and visas/ workpermits when required.
  • Coordinate the annual RD’s travel and meeting commitments and prepare weekly/daily schedules. This requires routine communications with staff at the International Headquarters in Richmond and Washington DC; Regional Offices and partner organizations.
  • Responsible for the efficient daily workflow of the office; assists in maximizing use of time and resources of the office and in maintenance of permanent records and files.
  • As directed, provides support to special internal and external committees, activities, and forums; works in close concert with all Divisions under the RD responsibility
  • Responsible for the coordination, collation and preparation of divisional reports required for Global Leadership Team and Board meetings/reports; provides support to RD on consolidation and presentation of all division information.
  • Responsible for the development, tracking and reporting of RO budget ensuring follow up on all invoices for payment, issue resolution and filing.
  • Responsible for the organization and preparations of background documents and filing of materials and meetings minutes.
  • Manage the petty cash and perform any assigned support in the area of data entry and documentation.
  • Supports the regional in new staff onboarding and orientation, filing of personnel files and records for leave, and other assigned duties.
  • Supports the formation and creation of partnerships and alliances with different stakeholders.  This will include participation in meetings and provide analysis and write ups on potential partnerships.
  • Supports special projects management, budgeting and reporting.
  • Support the RO procurement function and provide occasional support to finance whenever there is need.
  • RO Event Management/ Meetings such as Africa Leadership Team (ALT) meetings, Regional Visits
  • Update the pre-arrival security document.
  • Performs other duties as may be assigned.

QUALIFICATIONS/EXPERIENCE/EDUCATION   

  • College degree in Development, Business administration, human resource management (or equivalent) with 5 years of experience in management or administrative or office manager role.
  • Training/Proficiency in software applications (operating systems, data analysis, graphics, and presentations, spreadsheet, database, accounting operations software, project management software, presentation software).
  • Strong commitment to the missions and goals of the organization.
  • Strong analytical and problem-solving skills required.
  • Ability to manage projects, draw conclusions and report results to aid in decision making for the division.
  • Ability to manage special projects, prepare written and financial reports, and present data in graphical forms, excellent editing and proofreading skills.
  • Ability to work independently, handle confidential matters, prioritize multiple tasks and follow up and meet strict deadlines.
  • Professional demeanor required with the proven ability to effectively communicate (verbal and written) at all levels of the organization internally and externally.
  • Consistently approaches work with energy and a positive and constructive attitude.
  • Demonstrated openness to change and ability to manage complexities and remains calm, in control and good humored even under pressure.
  • Demonstrated diplomacy in working with diverse cultures and audiences and sensitive situations and subject matter.

Apply Via https://childfundinternational.secure.force.com/careers/fRecruit__ApplyJob?vacancyNo=VN1010&utm

05 Jul, 2021

Procurement and IT Officer – Deadline: Not Specified

Report Directly to: Human Resources & Operations Manager

Collaborate with: Country staff and Partners and all Helen Keller Intl staff regional and HQ teams.

Major Duties and Responsibilities

  1. Procurement
    1. Developing procurement strategies that are inventive and cost-effective.
    2. Sourcing and engaging reliable suppliers and vendors.
    3. Pre-qualification of suppliers as provided in the procurement policy.
    4. Compliance with the procurement procedures as per the Helen Keller Intl and donor policies
    5. Spear heads the constitution of the procurement committees and the Terms of Reference.
    6. Creates purchase orders, ensuring relevant procurement procedures have been applied and all supporting documentation is attached.
    7. Ensuring all invoices received reconcile to the purchase orders accompanied by corresponding receipts.
    8. Negotiating with suppliers and suppliers to secure advantageous terms.
    9. Reviewing existing contracts with suppliers and service providers to ensure on-going feasibility.
    10. Ensuring the quality, relevance and conformity of all service provider contracts and administrative documents before they are signed.
    11. Coordinate the process of purchasing products or services and organising and confirming delivery of goods and services.
    12. Prepare the calls for tender and participate in the identification of the shortlist.
    13. Prepare the letter of invitation and draw up the contract or aim for orders.
    14. Management of the procurement budget
  2. Preparing procurement reports.
    1. Ensure that HKI operates in accordance with HKI’s and donor procurement policies, rules and regulations.
    2. Actively participate in the proposal and budget development process to ensure the development of procurement plans and subsequent work plans.
    3. Prepare annual procurement plans with quarterly and updates for procurements needed for the office and programs.
    4. Develop supplier and service provider database that meets the criteria-efficiency, effectiveness, quality, competitiveness and value for money.
    5. Develop delivery contracts, framework contracts and purchase orders in line with HKI contractual guidelines.
    6. Ensure documentation of the procurement process both electronic and manual filing systems in compliance with the Helen Keller Intl procurement manual procedures.
  3. Logistics and Administration
    1. Coordinate logistics and protocol of all missions
    2. Supervise the management and maintenance of the logistics of Helen Keller Intl (Real Estate, Furniture, Vehicles, Motorcycles, etc …)
    3. Manage the movement plans to ensure adherence of staff to the procedures and the facilitation of staff movement (by road and flights)
    4. Allow petty cash expenses for the office administration.
    5. Liaises with IT departments to ensure proper server usage and maintenance of staff laptops and the internet connectivity.
    6. Coordinate staff and office security
    7. In collaboration with the HR and Operations Manager, manage Kenya Visa, alien cards, and Work Permits for International staff; Ensure timely submission and follow-up as needed.
    8. Maintain a records management system meets Helen Keller Intl /donor requirements for records and archiving, and requires regular archiving of documents at secure locations (i.e., access security and security against records damage due to climate conditions);
    9. Work closely with the NGO board to ensure that the county office compliance.
  4. Asset Management
    1. Develop and manage appropriate physical inventory count procedures for the Nairobi office and field offices.
    2. Develop and manage procedures for the disposal of fixed assets to ensure appropriate levels and control over eventual sales values and donations.
    3. Enforce the systems, policies and procedures for the management of the organisation assets in the field offices as well as the Nairobi office.
    4. Maintain and update Asset inventory on a bi-annual basis and submit report to HQ.
  5. Motor Vehicle Management
    1. Ensure that all official vehicle documentation is current and available in the vehicles.
    2. Maintain a record for each vehicle.
    3. Analyse logbooks and fuel consumption. Report any anomalies.
    4. Perform any other task to contribute to the smooth running of the organization.

Required Qualifications and Experience

  1. Bachelor’s degree in supply chain management, logistics or business administration
  2. In-depth knowledge of the procurement procedures
  3. Proficient in Microsoft Office Suite
  4. Work experience in an international NGO in a similar position for at least three years

Required Skills and Competencies

  1. Highly organized and detail-oriented
  2. Excellent analytical and problem-solving skills.
  3. Ability to take initiative, multi-task and prioritize among competing demands.
  4. A good team player with strong interpersonal skills, outgoing personality and ability to work independently and effectively under pressure and on strict deadlines in a multi-cultural setting.
  5. Knowledge of USAID procurement regulations.

Method of Application

Qualified candidates should submit a cover letter and resume to KRecruitment@hki.org stating the job title in the subject line. Applications will be accepted until the position is filled

 

 

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