Save the Children
Vacancy: Procurement Assistant – Kenya Country Office
Team / Programme: Programme Operations
Location: Nairobi
Grade: 5
Post Type: National (1 year contract with possibility of renewal)
Child Safeguarding: Level 3 – the responsibilities of the post may require the post holder to have regular contact with or access to children or young people
Role Purpose: The Procurement Assistant is responsible for processing field requests for procurement of goods and services for both the Nairobi Country Office and field offices
Reports to: Logistics Coordinator
Dimensions: Save the Children has been operational in Kenya since the 1950s, providing support to children through developmental and humanitarian relief programmes delivered both directly and through local partners.
Current programming focuses on child protection, child rights governance, education, health, HIV/AIDS, livelihoods, nutrition and WASH.
In 2012, as part of a global reorganization process, Save the Children combined the programmes of SC UK, SC Canada and SC Finland to create a single operation in Kenya.
In February 2014, we completed a second transition, which saw us join forces with the British INGO, Merlin, and merge their health and nutrition programmes with our own.
Save the Children now has an operational presence in Bungoma, Dadaab Refugee Camp, Garissa, Mandera, Nairobi, Turkana and Wajir.
We work through partners in many other parts of the country. We have a staff complement of around 300 staff and an operating annual budget of approximately US$20 million in 2015.
Staff directly reporting to this post: None
Key Areas of Accountability:
Processing field requests
- Receive requests from field offices, ensuring they are correctly completed, authorized and dated.
- Update the Procurement Tracker
- Obtain quotations or supply bids in line with SC procurement thresholds and policy.
- Complete competitive bid analysis and obtain budget holder approval as required.
- Keep field offices updated on status of their orders and communicate with them any issues relating to the procurement.
Processing purchase orders
- Draw up purchase orders for goods in line with Requests and the selected quotation and obtain relevant budget holders signature.
- Confirm all goods received are in line with quantities and specification as set out in the purchase order.
- Process invoice payments, ensure all stages of procurement check list has been completed and pass to finance in a timely manner.
- Update order tracker on status of orders.
Filing systems
- Make sure that all Requests and purchase orders are correctly filed in the open and closed procurement files, in consecutive number.
- Ensure all communications and documentation are filed with respective request and purchase order.
Skills and Behaviours (our Values in Practice)
Accountability:
- Holds self accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values
- Holds the team and partners accountable to deliver on their responsibilities – giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved
Ambition:
- Sets ambitious and challenging goals for themselves (and their team), takes responsibility for their own personal development and encourages others to do the same
- Widely shares their personal vision for Save the Children, engages and motivates others
- Future orientated, thinks strategically
Collaboration:
- Builds and maintains effective relationships, with their team, colleagues, Members and external partners and supporters
- Values diversity, sees it as a source of competitive strength
- Approachable, good listener, easy to talk to
Creativity:
- Develops and encourages new and innovative solutions
- Willing to take disciplined risks
Integrity:
- Honest, encourages openness and transparency
Qualifications and Experience
- Bachelor’s degree or diploma in supply chain management
- Proven experience in purchasing
- Recommended a minimum of 2-3 years’ experience in a similar role
- Highly developed interpersonal and communication skills including influencing, negotiation and coaching
- Highly developed cultural awareness and ability to work well in an international environment with people from diverse backgrounds and cultures
- Strong results orientation, with the ability to challenge existing mindsets
- Experience of solving complex issues through analysis, definition of a clear way forward and ensuring buy in
- Ability to present complex information in a succinct and compelling manner
- Ability and willingness to dramatically change work practices and hours, and work with incoming surge teams, in the event of emergencies
- Fluency in English, both verbal and written
- Commitment to Save the Children values
Interested candidates are required to submit a CV and mandatory Cover letter to Kenya.jobapplications@savethechildren.org indicating the Position Code on the subject line by 10th August 2015.
Applications will be reviewed as and when they are received.
Only shortlisted candidates will be contacted.
Closing date: 10 Aug, 2015