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.

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 wellorganized offices, ensuring cleanliness and good order.
• Recommends improvements in office administration, practices, including filing systems.
• Ensures effective communication, information processing and logistics coordination.

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