Procurement and Administration Officer at - Nairobi, Kenya - Emali Dedicated Children's Agency

Description

Welcome to Emali Dedicated Children's Agency (EDCA), a passionate Non-Governmental Organization committed to creating opportunities for Deprived, Excluded, and Vulnerable children (DEV).

Our mission centers on ensuring child survival, growth, and development by providing support to families and caregivers to meet their needs
Purpose
The Procurement and Admin Officer is responsible for the efficient procurement functions for EDCA's office. The position holder will procure Program supplies, services and equipment, while ensuring good practices and maintaining audit-compliant records.

The Procurement and Administration Officer will ensure that all purchases of goods and services are done transparently, at the best available price, and in compliance with EDCA and donor procurement policy and procedures.

DUTIES/RESPONSIBILITIES

Procurement Planning

Collecting, organizing, and analyzing data market information to enable effective procurement planning.
Preparing and implementing procurement plans following EDCA procurement Policies
Monitor supply market and conduct market surveys & analysis to ensure value for money in procurement.
Lead periodic vendor prequalification

Procurement

Responsible for implementing procurement plan and strategy and ensuring all procurement needs are met on time in line with EDCA and donors' standards, the role holder will:
Support the development of procurement specifications
Process approved Purchase requisitions through the procurement software ensuring data accuracy.
Initiate and process Request for quotations (RFQ) and Request for proposals (RFP).
Train and certify procurement committee members and participate in tender meetings and evaluations.
Prepare bids analysis and other bidding documents for approval.
Conduct negotiations with suppliers that is transparent and documented.
Review procurement documents for accuracy before taking payment for approval.
Collaborating with all departments by Coordination with finance, grants, and program to ensure smooth and timely procurement

Contract Management

Prepare and executing contracts for recommended bidders
Timely renew qualifying contracts and Master Agreements
Execute contracts against set performance indicators

Supplier Management

The role will lead supplier relationships and performance to ensure that Suppliers adhere to Service Level Agreements (SLAs), and that there is precise record keeping


This includes:
Maintaining supplier's files and documentation
Monitoring and documenting supplier performance
Maintain supplier performance score cards.

Supplier Management

You will assist in identifying and analyzing compliance risk in procurement processes and in implementing donor rules & regulations for all procurements by:
Implementing due diligence for suppliers, this includes conducting reference checks, supplier visits etc.
Providing consistent and constructive support to other departments to ensure compliance with policies and procedures
Identifying and reporting procurement red flags across the procurement value chain

Child Safeguarding

Remain alert and responsive to any child safeguarding risks, acquire relevant knowledge and skills which will enable s/he to promote strong safeguarding practices, understand the child safeguarding policy and procedures and conduct her/himself in a manner consistent with EDCA's Child Safeguarding Policy.

Qualifications, Knowledge and Skills

Minimum level of academic qualification, skills and knowledge required to perform effectively in the role
A bachelor's degree in commerce, Business Administration or any other related field from a recognized academic institution
Good oral and written communication skills
Practical knowledge and experience with any procurement software.
Good planning, financial and budgeting skills
Energetic, proactive with ability to meet deadlines in a busy environment.
Negotiation and relationship building management with suppliers.
Team player
Customer service excellence