DUTIES AND RESPONSIBILITIES, KENYA COUNTRY OFFICE OPERATIONS

Procurement

• • Developing procurement strategies that are inventive and cost-effective.
  • Sourcing and engaging reliable suppliers and vendors.
  • Pre-qualification of suppliers as provided in the procurement policy.
  • Compliance with the procurement procedures as per the Helen Keller Intl and donor policies
  • Spear heads the constitution of the procurement committees and the Terms of Reference.
  • Creates purchase orders, ensuring relevant procurement procedures have been applied and all supporting documentation is attached.
  • Ensuring all invoices received reconcile to the purchase orders accompanied by corresponding receipts.
  • Negotiating with suppliers and suppliers to secure advantageous terms.
  • Reviewing existing contracts with suppliers and service providers to ensure on-going feasibility.
  • Ensuring the quality, relevance and conformity of all service provider contracts and administrative documents before they are signed.
  • Coordinate the process of purchasing products or services and organising and confirming delivery of goods and services.
  • Prepare the calls for tender and participate in the identification of the shortlist.
  • Prepare the letter of invitation and draw up the contract or aim for orders.
  • Preparing procurement reports.
  • Ensure that HKI operates in accordance with HKI’s and donor procurement policies, rules and regulations.
  • Actively participate in the proposal and budget development process to ensure the development of procurement plans and subsequent work plans.
  • Develop supplier and service provider database that meets the criteria-efficiency, effectiveness, quality, competitiveness and value for money.
  • Develop delivery contracts, framework contracts and purchase orders in line with HKI
  • contractual guidelines.
  • Ensure documentation of the procurement process both electronic and manual filing systems in compliance with the Helen Keller Intl procurement manual procedures

Logistics and Administration

• Coordinate logistics and protocol of all missions
• Supervise the management and maintenance of the logistics of Helen Keller Intl (Real Estate, Furniture, Vehicles, Motorcycles, etc …)
• Manage the movement plans to ensure adherence of staff to the procedures and the facilitation of staff movement (by road and flights)
• Allow petty cash expenses for the office administration.
• Liaises with IT departments to ensure proper server usage and maintenance of staff laptops and the internet connectivity. Serve as the IT focal point for Kenya office.
• Coordinate staff and office security
• In collaboration with the HR and Operations Manager, manage Kenya Visa, alien cards, and Work Permits for International staff; Ensure timely submission and follow-up as needed.
• Maintain a records management system meets Helen Keller Intl /donor requirements for records and archiving, and requires regular archiving of documents at secure locations (i.e., access security and security against records damage due to climate conditions);
• Work closely with the NGO board to ensure that the county office compliance.

Asset Management

• Enforce systems, policies, and procedures for effective asset management across all offices.
• Develop and oversee procedures for the disposal of fixed assets, ensuring appropriate levels of control over sales values and donations.
• Develop, implement, and manage physical inventory count procedures for both the Nairobi office and field offices.

Motor Vehicle Management

Keep vehicle documentation up-to-date and maintain detailed records for each vehicle. Analyze logbooks and fuel usage, report anomalies, and assist with tasks to ensure the organization’s smooth operation.

SUPPORT THE REGIONAL VITAMIN A SUPLLEMENTATION PROGRAM:

Procurement Support

• Provide procurement support to the VAS regional team for goods and services, ensuring strict adherence to Helen Keller policies, procedures, and donor compliance requirements.
• With support from the VAS Regional Operations Manager, support procurement processes for Post Events Coverage Surveys (PECS) and Independent Monitoring in VAS countries, including managing the centralized VAS procurement email, reviewing procurement documents, and maintaining proper documentation
• Facilitate procurement processes for regional consultancies within the VAS portfolio, including contract preparation, invoicing, payment processing, and vendor management.
• Maintain and update the VAS regional procurement Smartsheet to track procurement progress, timelines, and compliance status.

Travel and Logistics Coordination

• Coordinate international travel for the VAS regional team, including accommodation, preparation of visa-related documentation in collaboration with relevant stakeholders, while ensuring compliance with organizational policies.
• Provide logistical support for VAS-related events globally, including but not limited to venue booking, event registration, airport transfers, and coordination of on-site requirements.
• Provide support in organizing regional meetings, workshops, and training sessions by ensuring all logistical arrangements are in place.

Any other duties as maybe assigned by the line manager.

Required Qualifications and Experience

• Bachelor’s degree in supply chain management, logistics or business administration
• In-depth knowledge of the procurement procedures
• Proficient in Microsoft Office Suite
• Work experience in an international NGO in a similar position for at least three years