Administration and Procurement Assistant at World Wide Fund for Nature (WWF) Kenya

Reports to:                                   Amboseli-Chyulu Sub-landscape Coordinator

Supervises:                                  Project Driver, Office Assistant 

Career Level:                               Assistant Level 2

Location:                                     Loitokitok

Major Function: 

To provide administration and procurement support for WWF–Kenya’s Amboseli/Chyulu Sub-landscape. Reporting to the Amboseli/Chyulu Sub-landscape Coordinator, the Administrative and Procurement Assistant is responsible for the efficient coordination, management and operations of administrative and procurement functions for WWF-Kenya, Amboseli-Chyulu Sub-landscape.The Assistant will be well versed with general administration and procurement guidelines. The assistant will also be responsible for building capacity of WWF-Kenya local partners to ensure they adhere to WWF-K procurement policies and regulations.

Roles and responsibilities:

Compliance

• Ensure that Amboseli-Chyulu Sub-landscape office complies to set health and safety standards.
• Ensure compliance with all WWF-Kenya policies and regulations related to procurement.
• Ensures social development for conservation policies are adhered to in procurement.
• Promptly informs the Amboseli-Chyulu sub-landscape Coordinator of any areas of concern of potential or suspected violations of policies and procedures.
• Ensure there is no negative audit observations/findings related to procurement. 
• If required, corrective action plans are developed & implemented to address audit findings.
• Ensure that all Amboseli-Chyulu sub-landscape based vehicles are operated in compliance with the vehicle use policy.

Administration

• Coordinate office activities and operations to ensure efficiency and compliance to organization policies.
• Organizes logistics for meetings/workshops related to programme implementation.
• Manage travel arrangements/appointments for the Amboseli-Chyulu sub-landscape team and partners.
• Manage correspondence (office telephone calls, letters, packages, etc.)
• Carry out appropriate asset tagging, physical inventory count and asset verification.
• Ensure prudent management, maintenance and safety of office equipment and other programme assets.
• Create and update records and databases for personnel, finance and other data.
• Track stocks of office supplies and place orders when necessary.
• Submit timely reports as assigned.
• Perform any other additional duties and activities upon instruction.  

Procurement

• Receive and review all Purchase Requests from program and operations staff in Amboseli-Chyulu sub-landscape.
• Ensure that procurement is done in accordance with policies and procedures, ensuring that the purchase of goods and services are appropriate in terms of quality and fair market price.
• Ensure that all purchases are properly authorized in accordance with procurement manual policies and procedures.
• Responsible for due diligence checks (supplier references, site visits, historical data, and anti-terrorism compliance) for authorized suppliers and contracted Suppliers.
• Comply with the established reasonable and appropriate lead time for ordering and delivery of goods.
• Prepare Requests for Proposal and manage contract/tender processes for WWF- Kenya, Amboseli-Chyulu sub-landscape
• Prepare all documentation for WWF-Kenya partners who are implementing project activities through contracts and follow up on payments.
• Prepare all VAT/tax obligations for WWF-Kenya and remit to relevant government authorities.
• Support budgeting and bookkeeping procedures.

Documentation and Reporting 

• Monitor administration and procurement records to ensure that each procurement request is fully and clearly documented according to WWF-Kenya policy. 
• Prepare monthly/weekly purchase request tracking report and consolidate all from field office reports. Share report with Programme Manager, and other internal departments as required.
• Analyze Purchase Request Tracking in order to ensure that all procurement is carried out efficiently and in a timely manner.  

Minimum qualifications 

• Bachelor’s degree in Business Administration and/or Procurement and Supply Chain Management. Diploma in any other relevant field will be an added advantage.  
• Excellent knowledge of MS Office and office management systems.   
• Proven experience as an office administrator, procurement assistant or other related relevant role. 
• Familiarity with office management procedures and basic accounting principles   

Key Skills and Competencies 

•  At least 5 years’ experience working in office administration, logistics and procurement preferably in an NGO setting. 
• Outstanding communication and interpersonal abilities.  
• Excellent organizational skills. 
• Ability to work under pressure to pursue multiple tasks simultaneously to successful conclusions. 
• Management ability to lead, motivate and develop staff. 
• Demonstrate high level of integrity. Adherence to WWF values, which are Courage, Integrity, Respect and Collaboration.