KHRC Procurement and Logistics Assistant Job in Nairobi Kenya

The Kenya Human Rights Commission (KHRC) is a premier Non-Governmental Organization (NGO) which was founded in 1991 and registered in Kenya in 1994 with a mandate to entrench human rights and democratic values in the society. 

The KHRC envisions a human rights state and society with a mission to foster human rights, democratic values, human dignity and social justice. 

This vision and mission is driven by the goal and new mandate of enhancing human rights centred governance at all levels.

Job Title: Procurement and Logistics Assistant

Department: Finance and Administration

Reporting to: Director Finance and Administration

Category: Operational Staff

Location: Nairobi

The Kenya Human Rights Commission (KHRC) is a premier Non-Governmental Organization (NGO) which was founded in 1991 and registered in Kenya in 1994 with a mandate to entrench human rights and democratic values in the society. 

The KHRC envisions a human rights state and societywith a mission to foster human rights, democratic values, human dignity and social justice. This vision and mission is driven by the goal and new mandate of enhancing human rights centred governance at all levels.

Overall Purpose: The Procurement and Logistics Assistant is responsible and accountable to the Director of Finance and Administration for planning, developing and implementing responsive strategies and systems for providing administrative and logistics services with due regard to market price, cost, quality and speed of delivery as well as economy of operations. 

This involves preparing tender specifications based on programme requirements, competitive sourcing of suppliers/vendors, cost-effective purchase of high quality goods and services, provision of efficient transport services, maintenance of equipment, motor-vehicles and facilities, provision of safe and healthy work environment, while ensuring that all KHRC’s finance and procurement policies and strategies are followed and donor compliance is maintained.

Key Responsibilities

1. Procurement

• Coordinate the implementation of procurement management system for planning, monitoring and tracking costs as well as maintaining up-to-date inventory of purchase order and other procurement transactions
• Develop a range of procurement-related templates, forms and related documents and reports ensuring that all specifications, terms and conditions are in compliance with KHRC policies and standards
• Conduct market research to obtain product or service information such as price, availability and delivery schedule through competitive process
• Receive and review all purchase requisitions, check procurement specifications, ensure requisitions are correctly described and coded, provided for in respective budgets and approved by appropriate signatories
• Prepare Request for Quotation (RFQ), Invitation to Bid (ITB) or Request for Proposal (RFP), receive bids and proposals and prepare a summary matrix of quotations
• Conduct in-depth analysis of all bids received in response to each Tender, Proposal and Quotation to identify the response that best meets KHRC needs and presenting the analysis to the tender committee
• Provide technical support to the Procurement Committee when evaluating bids and proposals and negotiating contracts with suppliers and vendors against approved technical specifications in full compliance with KHRC policies
• As member to the Procurement Committee, you will be the Secretary consistent with the Procurement guidelines and policies.
• Prepare purchase orders, obtain authorized signatures and ensure timely corrective action on PO’s with budget check errors and other problems before processing payments.
• Liaise with the Admin Assisstant as she receives and inspect goods and services to ensure proper inventory is taken and facilitate payment of the supplier by providing necessary documentation to Finance
• Monitor and review the procurement processes, investigate and resolve post-order problems, provide progress reports on procurement matters and follow-up to ensure that contractual obligations are fulfilled
• Consolidate all documentation with respect to each procurement and ensure availability of all supporting documents for audit and review purposes

2. Logistics and Transport

• Plan, coordinate and organize road transport and accommodation of staff attending meetings, workshops or visiting the field to undertake programme activities
• Provide support to programmes during workshops through planning
• Check equipment and motor-vehicle coming back from the field and ascertain if any repair needs to be done with applicable recommendations and action to be taken within specified time periods
• Initiate investigations on all serious/critical incidents and accidents occurring to staff or volunteers, examine and inspect extent of damage to KHRC property and motor-vehicles and recommending appropriate action
• Liaise with traffic police and insurance companies to ensure proper documentation of accident reports and following up to establish the extent and implications of accident liability against KHRC
• Coordinate the repair and maintenance of motor-vehicles in authorized garages against approved requisitions and follow up to ensure vehicles are repaired to the highest standards of quality and within budget limitations
• Maintain accurate control of vehicles, monitor vehicle usage, analyze monthly motor-vehicle returns and maintain a record on fuel and oil consumption, repairs and maintenance as well as accidents and safety
• Develop, coordinate and implement the registration, insurance and licensing of KHRC properties including motor vehicles
• Implement security policy and strategy aimed at protecting KHRC’s staff, volunteers and property against fire, theft, vandalism, terrorism and illegal activity in order to ensure safe and healthy working environment

Required Qualifications and Job Competencies

• Diploma in procurement and supplies management, finance, commerce, business administration, economics or related qualification from an accredited college/university
• Member of the Kenya Institute of Supplies Management (MKISM) or the Chartered Institute of Purchasing and Supplies (CIPS).
• Minimum of two (2) years relevant work experience in a non-profit procurement capacity, processing quotations, tenders, proposals purchase order amongst other supply chain activities
• Ability to work with minimum supervision, willingness to work extended periods time and meet tight deadlines.
• Ability to work under-pressure and respond positively to feedback and differing points of view
• Ability to follow up with suppliers and vendors to track and evaluate the delivery of approved supplies.
• Proven ability to plan, manage and monitor the effective use and safekeeping of fixed assets
• Personal integrity and excellent communication skills, both orally and in writingStrong computer and internet research skills, including MS Office package suite, demonstrated experience with procurement software is an advantage

How to apply:
 

If you believe you fit the profile, submit your application and CV detailing your suitability for the post and include a daytime telephone contact and three referees, preferably your current or previous line managers to recruitment@khrc.or.ke quoting the title of the position you are applying for in the subject line. 

The closing date for this position is on April 25, 2014. 

Only shortlisted applicants will be contacted.