Regional Procurement and Logistics Assistant at Kenya Red Cross Society

Duties and Responsibilities

• Maintain comprehensive regional and country office procurement files, including proposals, evaluations, award documents, contracts, and correspondence on all procurements, following NorCross and donor policies this includes ensuring prompt update of procurement files into the database.
• Ensuring all procurement documents are ready for donor and external review and audits (both hard copy files and soft copy files).
• Under the guidance of the senior officer, liaise with the Global Procurement Coordinator to ensure compliance with donor procurement guidelines.
• Support in administrative duties related to procurement and logistics.
• Solicit quotations and offers, prepare bid analysis and selection of best providers based on the specifications.
• Prepare all procurement documents and maintain approvals, ensure timely submission of POs to suppliers and support in compliance to NorCross procurement processes.
• Coordinate with suppliers to ensure timely delivery of goods and services while keeping the requestors informed on the status.
• Receive the goods, inspect, and obtain delivery notes and invoices from the receiving unit.
• Assist in maintaining an up-to-date supplier list.
• Verify deliveries and ensure completion before processing of payments to the suppliers.
• Prepare abstracts of offers and compile data contained in quotations, proposals, and bids to determine which supplier can deliver the required goods/services at the best terms and lowest costs possible.
• Enter into negotiation of terms and conditions of orders under the guidance of Senior Officer.
• Maintain an up-to-date asset register for the regional and country offices.
• Provide logistical support when opening and closing country offices.
• Assist with monitoring of vehicle movements and recording mileage in the fleet wave.
• Assist with collection of fuel receipts and processing payment for fuel invoices.
• Assist in the coordination of logistics of staff in and out of the region including incoming related administrative work.

Qualification

• University Degree in Procurement, Supply Chain, Logistics, or similar related degree.
• Professional qualifications in CIPS, KIPS or similar qualifications.
• At least three (3) years’ experience in procurement, supply chain, including providing administrative related support.

Personal Attributes

• Ability to communicate effectively.
• Ability to be solution oriented.
• Collaborates well with others.
• Firm and reliable.