Procurement and Administration Officer at Christian Health Association of Kenya (CHAK) February, 20

Job Description



Reports To: Head of Finance and Administration
Direct Reportees: Drivers and Admin assistant/receptionist
Indirect Reportees: Administration officers – projects
Job Description:
Administration and logistics

Participate in the development, implementation and interpretation of administration policies and procedures,
Execute the transport policy and asset management plan.
Efficiently manage CHAK’s fleet of vehicles.
Monitor assets usage and generate monthly reports.
Maintain an accurate asset register.
Coordinate local travel including taxis services.
Oversee front office operations including mails and courier services.
Record keeping of all LPOs, RFPs, Quotations and Tender Documents
Generate annual budgets for the section.
Coordinate the maintenance and disposal of assets in line with CHAK’s policy.
Ensure all operational licenses are timely acquired and rates paid.
Timely renewal of all relevant insurances.


Implement all policies and procedures relating to procurement.
Generate annual procurement plan for the organization.
Operationalize and implement all procurement laws, regulations, and guidelines applicable in the tendering process and all processes throughout the Organization.
Coordinate pre-qualification of suppliers.
Offer advisory services to user departments for cost effective and efficient procurement.
Maintain an accurate database of all suppliers.
Lead and participate in procurement committee deliberations including tendering and bidding processes.
Generate Purchase Orders and ensure timely delivery of goods and services.
Advise the Head of Finance and Administration on areas of improvements.
Generate monthly procurement report.
Participate in departmental meetings.

Qualifications and requirements

Bachelor’s degree in Business Administration, Commerce, Finance or related disciplines
Diploma in Purchasing and supplies or its equivalent from a recognized institution.
Member of CIPS or KIMS
At least 5 years’ experience having served in a comparable position in a large NGO.
Experience in budgeting and financial management
Fluency in spoken and written English
Experience in designing and improving internal controls to improve efficiency.
Knowledge and experience in the use of basic computer packages