Procurement officer (1 nairobi)

Centre for the Study of Adolescence (CSA)

Job Summary

Source, select and negotiate for the best package in terms of quality, price, terms, deliveries and after sales services with vendors in line with the laid down policies and procedures-including but not limited to procuring travels, workshop venues, equipment, stationery and one-off goods and or services.

  • Minimum Qualification: Bachelor
  • Experience Level: Mid level
  • Experience Length: 5 years

Job Description/Requirements

About the Centre for the study of Adolescence (CSA)
Centre for the study of Adolescence (CSA) is a leading national Organization committed to the promotion of the health and development of young people through research, technical assistance, advocacy and capacity building to expand choices and improve access to safe, affordable and sustainable Health services. CSA works in partnership with governments, relevant institutions, professionals and communities to support young people’s right to exercise choices, access to health services and participate fully in activities that promote their health and general wellbeing.

Overview of the Program
Centre for the Study of Adolescents, CSA, is sub-awarded by World Vision Kenya (WVK)- USAID Tumikia Mtoto Project to implement specific and appropriate Evidence-informed Behavioral Interventions targeting adolescent girls and young women (AGYW) aged 9-24 years in Embakasi North and South, Kasarani, Kamukunji, Westlands, Makadara in Nairobi and Thika and Ruiru Sub counties IN Kiambu.

This is a 5 years OVC (Orphans and Vulnerable Children) and DREAMS (Determined, Resilient, Empowered, AIDS-Free, Mentored and Safe) Program that aims to increase use of Quality County-led Health and Social Services. The DREAMS initiative is aimed at reducing new HIV infections among 9-24 years old AGYW through the provision of a tailored, comprehensive and evidence-informed service package for AGYW, their male sexual partners; families; and communities. The initiative acknowledges that keeping adolescent girls and young women HIV free also positively impacts their overall health, education, development, and wellbeing. The DREAMS strategy underscores the provision of adolescent friendly services and AGYW empowerment in all spheres of life.

Applications are therefore advertised for the following positions in the USAID Tumikia Mtoto Project within CSA.

8. Procurement Officer (1 Nairobi)
Date of Commencement of Duty: July 2021
Duty Station: CSA Nairobi Office.
Duration: 1 year, renewable contract
Duties and Responsibilities:

Procurement Management tasks
• Source, select and negotiate for the best package in terms of quality, price, terms, deliveries and after sales services with vendors in line with the laid down policies and procedures-including but not limited to procuring travels, workshop venues, equipment, stationery and one-off goods and or services.
• Prepare procurement plan and ensure delivery of goods and services as per the set out timelines.
• Ensure compliance with both organization and donor procurement policies and procedures.
• Conduct all project related procurements under the Purchase Workflow system through accounting system.
• Liaise with the administrative and logistics manager in obtaining specification of goods and services to be procured.
• Ensuring continuous supply and timely delivery of goods and services as and when required for day to day operations of the DREAMS TUMIKIA MTOTO program
• Assist in the vendor prequalification by participating in receiving and opening of tender documents.
• Work with relevant program team members in handling all vendor related complaints with regards to goods and services.
• Ensure all working documents regarding purchases are accurately completed and duly signed, recorded, filed and easily retrievable
• Update and maintain all procurement and logistics filing systems
• As the technical expert in procurement will be the secretary to the procurement committee

Key Performance Indicators
To facilitate the tracking of the job holder’s performance during the year, the following performance indicators have been identified and agreed upon:

• All procurements conducted in line with laid down policies and procedures. -
• All procurements raised through Purchase Workflow with a resultant LPO to the vendor before obtaining goods/services
• All procurement requests to contain specifications of goods and/or services required to meet the needs of the requisition department/unit/program
• Goods and services required for day to day operations available at the time required
• Participation in and execution of tasks assigned during the vendor prequalification exercise
• All vendor related complaints, queries and/or grievances responded to within 2 working days and resolved amicably; with a report prepared and filed
• All payments duly supported with complete documentation from the procurement process
• Meticulously maintained procurement and logistics files and documents
• Up-to-date and duly completed minutes for all procurement team meetings

Qualifications, Experience and Skills
The minimum required academic and professional skills for the jobholder to perform successfully in their job are:

Academic qualifications
At least a Bachelor’s degree in Business Administration/Management, Commerce or a related field.

Professional Qualifications
Diploma in Purchasing and Supply Chain Management/Logistics.
Membership in KISM or MCIPS will be an added advantage.

Experience in years and indicate level of experience
At least 5 years’ post qualification experience in the Procurement management with sound understanding of USAID Procurement rules and regulations.

Essential competencies
• Must be a person with unquestionable integrity
• Must demonstrate ability to achieve value for money in procurement processes
• Must be a team player
• Must be result-oriented
• Ability to work under strict deadlines
• Ability to classify and manage priorities
• Ability to work with minimum supervision
• Excellent organization and coordination skills
• Good interpersonal and communication skills
• Highly proficient in MS Word, Excel, Access, Power-point and the use of Internet for research

How to Apply;
Written applications including Cover Letter and Curriculum Vitae indicating position and the county/ward applied for with day-time contact phone number(s) of three references
The application should reach the Administrative Manager by not later than June 14th, 2021 on E-mail: csa@csakenya.org

The Administrative Manager
Center for the Study of Adolescence
Mbaazi Avenue, Off Kingara Road, Lavington
P.O. Box 19329-00202, Nairobi; E-mail: csa@csakenya.org

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