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Administrative Officer Job in Nairobi, Kenya

Administrative Officer

Position: Administrative Officer- Procurement and Supply Chain

Deadline To Apply: 21st February 2014

Start Date: 1st March 2014

Location: Nairobi, with flexibility to travel within Nairobi County, and occasionally to other parts of Kenya.

About Innovations for Poverty Action:

Innovations for Poverty Action (IPA) is a non-profit research organization that creates and evaluates approaches to solving development problems and disseminates information about what works and what does not to policymakers, practitioners, investors and donors around the world.

About Evidence Action:

Evidence Action is assuming management and growth responsibility for two programs tested and incubated at Innovations for Poverty Action that are currently making a difference in the lives of millions of people in Africa and Asia: the Deworm the World Initiative (DTW) and Dispensers for Safe Water Initiative (DSW).

Evidence Action scales proven development interventions and crafts resilient business models for long run success.

Description of Work: Supply Chain Management

Workshop facility maintenance:
  • Safeguarding IPAK/ Evidence Action Warehouses by ensuring proper security measures are in place against all known and perceived treats.
  • Ensure that all warehouse utilities are paid on time and there is uninterrupted supply
  • Implement workplace safety precautions, eliminate hazards and promote a culture of a safe and healthy workplace for persons undertaking operations in warehouse(s)/ Store(s)

Workshop inventory Management and Accounting
  • Receipt, storage and dispatch of store items from Evidence Action warehouse(s)
  • Ensure proper records are kept on all warehouse transaction including but not limited to: Receipt of store items, Issues, Assemblies and incident logs at the warehouse
  • Billing of all receipts to the warehouse, and issues tot the relevant billing codes.
  • Conduct routine stock counts and reconciliation of actual balances to stores records at the main warehouse and regional stores and warehouses
  • Prepare items for dispatch including sorting, packaging and coordinate shipping of goods dispatched from the warehouse to destination and ensure GRN are filled at destination

Logistics Coordination
  • Compile projections for quarterly chlorine refills as per program needs and ensure timely shipment to DSW field offices in Kenya and Uganda
  • Compile projections for chlorine dispenser hardware needs, coordinate timely import and procurement of components
  • Coordinate timely fulfilling and shipment of assembled parts to DSW field offices based on orders from program team

  • Assist procurement in sourcing for suppliers, including sourcing for quotes
  • Receiving purchase requests from projects and work with the Associate- Procurement to ensure that all requests are supplied on time.
  • Coordinating distribution and delivery of project orders to users
  • Support Associate- Procurement in processing tax exemption forms
  • Assist Associate- Procurement in verifying invoices and processing payments
  • Compile reports and run official errands as requested by supervisor
  • Managing Inventory and Property registers for the organization as will be delegated by supervising officer.
  • Monitoring and reallocation of common costs.
  • Taking up insurance covers for inventory and property.

  • Minimum Diploma/Bachelor’s degree in Supply Chain Management from a recognized learning institution.
  • Be a member of Kenya Institute of Supplies and Management (KISM)
  • At least 1 year hands on experience in procurement and/or logistics
  • Experience working with customs, cargo handling and forwarding
  • An understanding of supply chain management

To apply:

Please send a cover letter and detailed CV, 3 references, daytime phone number(s), and email address.

Your CV should include details about your academic qualifications and any relevant work experience.

Applications can be submitted to any of our branch offices, or by email to or by post office using P.O Box 373, Busia area code 50400 Kenya.

If you submit by email, please ensure that the subject line reads: “Administrative Officer” REF NO: EA-2014-02-01.

Only short-listed candidates will be contacted by phone and email for an interview. Applicants are encouraged to apply early, as applications will be reviewed on a ROLLING BASIS

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