Procurement and Administration Coordinator

Employer: Village Enterprise

Industry: Nonprofit/International Development/Social Entrepreneurship

Job Location: Kitale - Kenya

Job Title: Procurement and Administration Coordinator

Reporting to: Finance & Administration Manager

Job category: Coordinator

Duration: Two years' commitment with opportunity to extend

Purpose of Position: 

The Procurement & Administration coordinator is a key role within the Finance and Administration department of Village Enterprise. This position reports directly to the Finance and Administration Manager and is responsible for supporting various functions related to procurement, administration and logistics.

Responsibilities:

1. Procurement Support

• Coordinate with internal stakeholders to determine procurement needs and specifications.
• Prepare and issue procurement requests, including Request for Quotations, Request for Proposals, quotation analysis for procurement committee and preparing purchase orders.
• Monitor and track procurement activities, including delivery schedules and payment terms and coordinate with suppliers to ensure timely delivery of goods and services.
• Prepare all relevant procurement documents for payments and ensure timely processing of invoices and payments.
• Manage supplier relationships, which include conducting supplier performance evaluations and addressing any issues or concerns and maintaining an up to date supplier list.

2. Administration Support

• Provide administrative support to the Finance and Administration department.
• Assist in managing office facilities, supplies and equipment.
• Coordinate travel arrangements and logistics for staff members.
• Assist in organizing meetings, workshops and events.
• Coordinate logistics for program activities, including transportation, accommodation and venue arrangements.
• Ensure compliance with relevant policies related to logistics and travel.

3. Reporting and Documentation

• Tracking all open LPOs and share the status of the LPOs on a monthly basis.
• Maintain accurate procurement records and documentation, including contracts, purchase orders, and supplier information.
• Track all supplier procurement contracts and ensure timely renewal or re-award.
• Ensure that all the records and documentation are properly archived.
• Maintain proper filing and documentation systems and support audits and reviews of procurement processes and documentation.
• Support audits and reviews of procurement processes and documentation.

4. Compliance & Safeguarding

• Ensure all VE accounting policies are stringently followed and educating staff on these policies as required.
• Promptly report any observed fraud, conflict of interest or safeguarding matters to the appropriate channels. 

Qualifications and Skills:

• Bachelor's degree in Business Administration, Supply Chain Management, or related field).
• Proven experience of at least 5 years in procurement and supply chain management, preferably in the NGO or humanitarian sector.
• Strong organizational and coordination skills.
• Excellent attention to detail and ability to multitask.
• Proficient in using MS Office applications (Word, Excel, PowerPoint).
• Good communication and interpersonal skills.
• Knowledge of procurement processes and best practices.
• Ability to work effectively in a team and independently.

Interested and qualified candidates who meet the set criteria are invited to send their Cover Letter and CV (Maximum 3 pages) including 3 referees, salary history and expectation on the online platform.

Applications should be received not later than Monday 15th July 2024.

Note: As this position is based in Kitale, preference will be given to candidates living in the environs or willing to relocate. This being an urgent recruitment, shortlisting will be done on a rolling basis.