POSITION TITLE: ADMINISTRATION ASSISTANT (STORES)
SUPERVISOR:
ADMINISTRATION OFFICER
Job Summary:
The position holder will
provide administrative as well as program stores support in ensuring effective
operations and delivery of program results. The stores Admin assistant roles
will include checking stock levels, order stock items, receive, ensure all
assets received are insured once received, store and issue goods to staff and
facilities and ensure all stores records are kept and up to date.
Roles and Responsibilities:
- Maintain
Delivery Notes/Goods Received register for all supplies received and
delivered to the programs.
- Carry
out proper inspection for the incoming goods in the store by verifying
quantity and batches as per delivery notes/invoices.
- Maintain
a routinely updated register of all fixed assets.
- Regularly
run items below re-order level report and raise Purchase Requisition
Orders (PROs) for all items as required in a timely manner and ensure no
stock outs.
- Coordinating
material receiving from external suppliers and invite user’s
representative for cross-checking.
- Physically
inspect and verify material items from suppliers against Purchase Order
(PO) specification supplier delivery documents and receive.
- Signing
stamp supplier delivery documents and immediately raise a system Goods
Receive Notes to confirm receipt.
- Transferring
material commodities to their respective storage shelves whilst ensuring
proper handling, shelving and coding of materials
- Checking
shelf life and expiry dates of material during receipt from suppliers and
while storage in compliance with the CIHEB Kenya policies and procedures
and promptly report non-conformance
- Maintaining
the First Expiry First out (FEFO) system for storage and issuance of items.
- Participating
in carrying out daily, quarterly and random stock takes.
- Ensuring
that any stock variances are thoroughly investigated, documented and
resolved in a timely manner.
- Promptly
forwarding documents to Procurement, users and Finance for processing
- Issue
items to user departments against approved off issue vouchers and ensure
that all requisitioned goods reach the intended user department.
- Maintaining
a comprehensive up-to-date document filing and retrieval system for all
stores transactions.
- Regularly
inspecting material, storage areas within the stores and ensure the
highest standards of housekeeping, safety and security requirements are
achieved and maintained.
- Adhering
to laid down standard operating procedures and work instructions in stock
management and storage of all materials.
- Ensure
that goods received are updated in the ERP system in the store.
- Ensure
the store is well organized and good housekeeping maintained.
- Participate
in carrying out daily, quarterly, and random drug stock takes.
- Maintain
a routinely updated register of all fixed assets.
- Maintain
supplies inventory by checking stock to determine inventory level;
anticipating needed supplies; placing orders and verifying receipts.
- Adopt
and ensure use of acceptable standards and tools for inventory management
including asset registers, goods received/dispatch notes, bin cards and
goods movement forms.
- Receive
and tag all items delivered to CIHEB Kenya and maintain an orderly system
of goods storage.
Qualifications and Experience:
- Bachelor’s
Degree in Supply Chain Management, Commerce, Finance or Logistics.
- Diploma
in Purchasing and Supplies Management
- Minimum
3 years’ relevant work experience.
- A
member of KISM.
- Knowledge
of public procurement and disposal procedures and related regulations
- Good
warehousing, distribution, logistics knowledge preferably in multi
user/network environment.
- Demonstrated
Proficiency in ERPs and excellent use of computer based tools.
- Demonstrate
excellent negotiation, analytical, presentation and problem solving skills
- High
level of integrity, resourceful and possess high drive to excel
- Good
interpersonal and communication skills with demonstrated effective
leadership skills
How to Apply:
Kindly send your
application that includes a cover letter and an updated CV including names of
three professional referees to CIHEBKENYA_Recruitment@cihebkenya.org on or before 28TH November 2022.
Applicants are advised to include the title “JOB TITLE” on the
subject line.
The Center for
International Health, Education and Biosecurity (CIHEB)-Kenya is an equal
opportunity employer.
Only short-listed
candidates will be contacted
