Administrative and Procurement Officer at SOS Children's Villages

Job Summary:

Reporting to the Programme Director, the Administrative and Procurement Officer will be responsible in provision of Administrative and procurement support to the SOS Children’s Village Programme.

S/he ensures that the SOS Children’s Village project complies with established policies and procedures, and guides the development of the administrative function ensuring that organisational objectives are supported and remain relevant.

Key performance areas and main responsibilities

Support effective financial resources use and ensure procurement processes are adhered to

• Gives support to the programme accountant in ensuring proper financial management of the SOS Children’s Village and adherence to the financial and administrative regulations of SOS Children’s Villages Kenya and SOS-Kinderdorf International.
• Participates in the preparation of the annual plans and budget of the SOS Children’s Village Programme and ensures the budget is not exceeded.
• Maintain and continuously update lists of prequalified suppliers, contractors and consultants in various specific categories of goods, works or services according to the procurement needs of SOS CVK at location level
• Prepare SOS Children’s Villages Meru Procurement Plans in liaison with the user departments.
• Prepare Local Purchase Orders, Local Service Orders and Contract Agreements.
• Outsource for quotations from suppliers as per the threshold in reference to the procurement manual.
• Coordinate receipt and inspection of delivered item ensuring the quality and given specifications are met.
• Act as the permanent secretary to the procurement committees and shall prepare the bid analysis and or evaluation reports of the deliberations of the procurement committees.
• Ensure that all records on procurement are prepared, updated and properly and stored kept Shall organize sensitization on matters of procurement for SOS CVK stakeholders
• Prepares LPOS and petty cash payments and ensures all documents supporting payment are attached before a payment is processed.
• Ensure programme staff are advised on procurement time around time to ensure smooth implementation of the activities.
• Organize sensitization on matters of procurement for SOS Children’s village location staff and stakeholders.

Assets Management

• Updates the fixed assets registers for the SOS Children’s Village Programme and conduct quarterly reviews.
• Coordinates the purchase of stationery, equipment and other supplies, and deals with various suppliers as necessary.
• Ensures that tools, equipment and machines in the Programme workshop are properly maintained and repaired regularly, and any necessary replacements are ordered in time.
• Assists with the establishment of proper store-keeping records and procedures. Conducts regular checks off all stores (e.g. drug stores, stationary stores, etc.) to ensure stock-cards are accurate and all proper procedures are being followed.

Performs General Administrative Tasks

• He/she works independently in routine tasks under the general direction of the Programme Director.
• Supports him/her in any way possible, removing the burden of general administration from him/her.
• Supervises all the administrative activities of the SOS Children’s Village Programme.
• Ensures the maintenance of the entire programme grounds and buildings as well-organized offices, ensuring cleanliness and good order.
• Recommends improvements in office administration, practices, including filing systems.
• Ensures effective communication, information processing and logistics coordination.
• Coordinates the SOS Children’s Villages fleet. Ensures that the vehicles are properly maintained, registered and insured.
• Frequent review of compliance with the agreed SOS administrative policies and procedures.
• Maintains and updates all administrative files, paperwork and other documentation in compliance with SOS policies & procedures. Keeps up-to-date files for all reports, meetings correspondence etc. Ensures the proper safekeeping of all such records.
• Assists in making accommodation or other arrangements for guests, SOS Children’s Villages Kenya officials or other visitors.
• Maintains a Stationery Register. Ensures that there is always a sufficient stock of envelopes, stamps, other office stationaries etc. and distributes new supplies as necessary.
• Records proceedings of Programme meetings and Ensures Programme Minutes are signed and filled appropriately.
• Organize refreshments for guests and assists with the organization of special functions.
• Ensures proper facility maintenance at all times
• Provided programme reports regularly including but not limited to Safety and security, security guards performance,
• Supports in Management of Location income generating activities

Ensures effective management of Human Resource Records at the location.

• Supports the development of simple but effective Human Resources administrative procedures, in accordance with the policies of the SOS Children’s Villages Program Policy.
• Preparing monthly reports on agreed key human resource areas for decision making.
• Supports by ensuring security of the location is effective and performs secretarial duties to the locational Security Committee.
• Ensure internal memo or relevant communication is disseminated widely, timely and effectively through different communication channels (like notice-boards, e-mail, telephone, etc.) within the location
• Coordinate implementation of all Safety & Health requirements in the location as per OSHA.
• Coordinate all locational staff pension scheme issues in liaison with employees and the Human Resource & Administration Manager.
• Deal with SACCO related queries and issues at the location level
• Coordinate employee benefits administration e.g education rebates, Staff medical scheme, Staff Pension Scheme queries.
• Staff leave administration. Maintaining all leave records and updates to achieve coordinated leave administration process and keys in primary information in the HRIS leave module and share updated leave schedules on monthly basis with the supervisors.
• Ensuring that staff attendance records is maintained for action and decision making.
• Maintains and provides necessary support in the implementation for use of all Human Resources forms and documentation such as leave forms,exit survey forms, application forms etc.
• Update staff files with all HR and other administrative documents and ensure their safety.

Required Qualifications / Abilities

• A Bachelor’s degree in Business Administration, accounting or related field.
• A minimum of 3 years working experience with progressive responsibility in procurement and administrative function in a medium or large organization, preferably in the NGO Sector.
• Strong organizational, analytical and interpersonal skills; demonstrated ability to follow assignments through to completion.
• Proficient user of SAP’s and MS Office productivity tools – especially advanced Excel and Navision is desirable
• Able to work under pressure, with strong organizational, planning, prioritization and execution skills and the ability take accountability for results and achievement of objectives.
• Enthusiastic, decisive, pragmatic and dynamic hands-on individual with a sense of urgency, attention to detail, thoroughness and unquestionable integrity.
• Previous experience on IGA management