Marie Stopes Kenya is an NGO
registered in Kenya. We are affiliated to Marie Stopes International.
Together we deliver quality sexual
and reproductive health care and family planning to millions of the world's
poorest and most vulnerable women.
Job Title: Director Procurement, Logistics and Security
Location: Nairobi
Reporting to: Country Director
Probationary Period: 3
Months
This role, reporting to the Country Director is responsible for providing strategic procurement, logistics and security management and leadership, ensuring appropriate systems, procedures and controls are in place and fully implemented as an integral part of all staff responsibilities to support the continued growth of the country programme.
The Director is the guardian of procurement, logistics and security policies. Oversees the design, development, delivery and monitoring of logistics and procurement of goods and services.
The role is a member of the Country Management Team which is the senior leadership and decision making team of MSK. Reflecting MSK’s values in its behaviour and led by the Country Director, the CMT is made up of five core departments which, working together and mutually accountable, are responsible for development and delivery of a strategic programme characterized by a social enterprise model that is sustainable and delivers value for money in the medium to long term.
The CMT designs and delivers an
annual business plan and budget, oversees the realization of impact and value
for money and manages risk and assurance in relation to quality and compliance
The overall aim of the procurement/ logistics department: is to provide value for money and ensure quality, and efficiency, systems, policies and procedures are adhered to.
The overall aim of the procurement/ logistics department: is to provide value for money and ensure quality, and efficiency, systems, policies and procedures are adhered to.
The primary responsibility of this
role is to further our Goal: THE PREVENTION OF UNWANTED BIRTHS and mission of
ensuring the individual’s right to: CHILDREN BY CHOICE NOT CHANCE
The post holder commits to and is
held accountable to Marie Stopes global values: mission driven, customer
focused, results orientated, Pioneering, Sustainable and people centered
Key Responsibilities and Measures
Strategically lead on procurement, purchasing and supply chain processes within MSK.
Key Responsibilities and Measures
Strategically lead on procurement, purchasing and supply chain processes within MSK.
- To ensure the smooth running of end to end
supply chain operations at a central, service delivery and regional levels
(procurement, purchasing, regulatory, quality assurance and inventory management)
- Implement internal business processes and
dissemination of best practice across programme functions.
- Provide leadership in issuance of tenders, bid
analysis and selection of contractors / suppliers in conformity with
procurement guidelines and MSK standard operating procedures.
- Ensure compliance with donor procurement
guidelines and requirements.
- Maintain a professional relationship with
public sector partners to ensure adequate availability of commodities for
service delivery.
- Maintain and strengthen MSK Approved
Suppliers.
Measures
- Procurement plan fully implemented to budget
and on time
- 100% compliance with quality measures i.e.
Q-tracker
- Well implemented stock management system
- Fully implemented policies and
procedures.
- Policies well known and used by end users.
- Demonstration of excellence at all points of
the business process.
- Constant supplies of commodities, medical
supplies/equipment to service delivery points, with minimal complaints
from corresponding channel leads.
- No material audit queries regarding MSK
procurement, logistics and security processes.
- Well documented and transparent suppliers list
Give strategic leadership and support
to Fleet management team and ensure that the organisation’s fleet of vehicles
is managed efficiently and effectively.
- Ensure that proper records of vehicles,
maintenance schedules, fuel consumption patterns, wear-and-tear are kept
- Ensure that a functional logbook system is
maintained for the fleet to ensure accountability for mileages covered,
purpose of travel and proper authorisation
- Ensure the identification of credible repair
facilities and enter into maintenance contracts with such contractors
- Ensure all licensing and insurance
requirements for all vehicles are kept up-to-date
Measures
- Organization vehicles and motor bikes are well
maintained and in good working condition at all times.
- Vehicle logs are well kept and movements
efficiently coordinated and approved in advance.
- Monthly fuel usage are collated and analysed
- Insurance and roadworthy certificates are up
to date
- Accidents are reported immediately and follow
up actions taken (police, insurance, etc.)
Manage safety and security in the
workplace across MSK core service delivery channels.
- Ensure MSK centres and support offices are
well maintained and secure.
- Maintain a register of incidents and action
plan on the basis of this including securing relevant budget and
outsourcing work as required.
- Other responsibilities as required,
commensurate with the role of a senior executive management team member.
Measures
- Safety and security is a priority for every
programme lead and staff operate without incident.
- MSK is considered a safe place to work with
clear improvement schedules budgeted for, in programme work plans and
implemented.
Team Leadership and Development
- Manage recruitment, performance monitoring,
team motivation, and talent development within the procurement/logistics
and security department, in coordination with the Director People and
Development.
- Ensure all department teams
and team members have OGSMs related to clear and achievable
team workplans, and that performance appraisals are conducted on that
basis.
- Directly manage and supervise the performance
of department leads in line with MSK’s performance management system.
Measures
- Demonstrate one MSK/MSI team behaviours
- Completed Performance and staff development
plans
- Work plans and OGSMs in place
- OGSM performance management reports
Knowledge Skills and Attitudes
Qualifications:
Qualifications:
- Bachelor’s Degree in Social Sciences, Commerce
/ Purchasing & Supply Post Graduate will be an advantage
- Other professional qualifications, ideally
membership of the Chartered Institute of Purchasing and Supply (CIPS) is
desirable
Skills and Experience:
- Significant experience in a similar position
at senior management level, with ideally both NGO and private sector
exposure excellent knowledge of supply chain management
- Ability to perform under pressure, handle
heavy workloads; and meet stringent reporting deadlines
- Strategic thinker, excellent analytical skills
- Able to communicate effectively at all
levels.
- Excellent verbal, written and presentation
skills excellent leadership and management aptitude leading diverse teams
at a distance
- Organisation and communication skills
- Cross-functional team player
Attitude / Motivation:
Successful performance at MSK is not simply defined in terms of ‘what’ people achieve, but equally is about ‘how’ people go about their jobs and the impact that they have on others.
There are 13 key behaviours that MSK
encourages in all employees and they are defined below:
Initiative:
- Thinking ahead and taking action to make the
most of opportunities by finding the optimum solution
- In this role, you must be able to lead a team
in both managing strategy development and using the opportunities in
existing work to achieve success
- You will take initiative with your team and
across the CMT to realise efficiencies and impact
Innovative:
- Thinking creatively so that ideas generated
create a positive outcome
- In this role creativity will be needed to
inspire the team to use ideas based on local knowledge
Effective Communication:
- Communicating through active listening and
good questioning techniques, using appropriate body language,
ensuring information is clear and concise.
- In this role your team will feel listened to,
well informed, know what they should be doing through the efficient use of
management time
Team Player:
- Working as part of a team by being supportive,
flexible and showing respect for each other
- The role is part of the CMT and together with
them takes responsibility for the delivery of MSK’s strategic plan Working
together is essential in achieving results
Responsive:
- Being responsive to changing priorities and
demands
- Your plan will be clearly made out and changes
will be agreed and reported regularly and on time
Working Efficiently:
- Planning, prioritising and organising work to
ensure work is accurate and deadlines are met
- As part of the CMT and in order to meet the
needs of contractual obligations to investors / donors your work will be
clear accountable and effective
Sharing Information:
- Sharing information and knowledge whilst
maintaining confidentiality
- This role will be an excellent
networker.
- Timely action will be taken on information
regarding your areas of responsibility
Focus on Learning:
- Taking responsibility for keeping knowledge
and skills updated and for seeking opportunities to develop further
- This post-holder must actively seek knowledge
that can be shared and keep the teams up to date on latest views
Commitment:
- Awareness and understanding of goals, vision
and values and how your role impacts on this and going the extra mile to
meet role requirements
Driven:
- Drive and determination to deliver results
- Regular reporting will indicate ability to
conceive, design and deliver on results
Accountable:
- Taking responsibility for appropriate
decisions that you make, and the actions and behaviour you demonstrate
Embracing Change:
- Openness to embracing change within the
organisation and being able to adjust plans/activities accordingly
Motivated:
- Motivation towards achieving quality results
to maximise potential
Job Title: Administration Assistant / Receptionist
Location: Support Office, Nairobi
Reporting to: People and Development Administrator
Probationary Period: 3 months
Marie Stopes International (MSI) is a marketing-focused resulted oriented social business that uses modern management and marketing techniques to provide quality family planning and reproductive health services in more than 43 countries world-wide.
Marie Stopes Kenya (MSK) is a non-profit social business, working with local partners and the government of Kenya to provide quality, affordable and accessible Sexual and Reproductive Health (SRH) information and services.
MSK is part of the Marie Stopes International (MSI) global partnership, and works to improve the health and quality of life of women, men, and their families.
The primary responsibility of this role is to further MSI’s Goal: THE PREVENTION OF UNWANTED BIRTHS and its mission of ensuring the individuals right to: CHILDREN BY CHOICE NOT CHANCE
It is a role requirement that the job holder must fully comply with, promote and live MSI CORE VALUES: mission driven, customer focused, results orientated, pioneering, sustainable and people centered
Key Responsibilities and Measures
Support Office Management
Location: Support Office, Nairobi
Reporting to: People and Development Administrator
Probationary Period: 3 months
Marie Stopes International (MSI) is a marketing-focused resulted oriented social business that uses modern management and marketing techniques to provide quality family planning and reproductive health services in more than 43 countries world-wide.
Marie Stopes Kenya (MSK) is a non-profit social business, working with local partners and the government of Kenya to provide quality, affordable and accessible Sexual and Reproductive Health (SRH) information and services.
MSK is part of the Marie Stopes International (MSI) global partnership, and works to improve the health and quality of life of women, men, and their families.
The primary responsibility of this role is to further MSI’s Goal: THE PREVENTION OF UNWANTED BIRTHS and its mission of ensuring the individuals right to: CHILDREN BY CHOICE NOT CHANCE
It is a role requirement that the job holder must fully comply with, promote and live MSI CORE VALUES: mission driven, customer focused, results orientated, pioneering, sustainable and people centered
Key Responsibilities and Measures
Support Office Management
- Reception and Office Management - answer
telephone, greet visitors and suppliers, see to courier deliveries, and
keep reception area neat and tidy.
- Ensure the front area is kept neat and
tidy, including maintain and water plants and tidy kitchen, liaise with
the support staff to ensure the reception area is clean and has a supply
of clean water at all times.
Measure:
- Administrative tasks are fulfilled daily
ensuring the smooth running of the Support Office Front desk area.
Supervision of Office Assistants
- Supervise the Office Assistants by formulating
a check list and duty roaster which the Office Assistants sign after
attending to the areas indicated in the checklist. The areas are toilets,
kitchen, office floors, office desks, walls, curtains, windows, signposts
etc.
Measure:
- Support Office appearance is kept neat, tidy
and organised at all times
Head Office Utilities
- In liaison with the Office Assistants monitor
utilities and prepare request for the utilities in case they have gotten
to the re order level.
- Ensure proper record keeping/filing is
maintained.
Measure:
- No
interruptions to Support Office operations due to utilities outages.
Boardroom bookings
- Make all boardroom bookings when requested and
ensure all suppliers e.g. water, tea are availed in the board room for
meetings as and when required.
Measure:
- No clashing meeting due to lack of bookings
Office Maintenance
- liaise with the P & D Admin to identify
areas for repairs and maintenance and follow through on all maintenance
requests to ensure completion.
Measure:
- No interruptions to Support Office operations
due to maintenance requirements
Security
- Limit and control the movement of visitors in
and out of the Support Office. Ensure that the Guards at the gate call
first call the Reception before any visitor is allowed to come. Ensure sit
in the designated area next to the guard house at the
gate.
Measure:
- No unidentified visitors moving around the
compound without being assisted.
Contacts
- maintain and update the list of Marie Stopes
staff Kenya contacts, ensuring the list is always up to
date.
Measure:
- Contact lists are maintained and updated
frequently
Administrative support to the People
and Development Department - incl. filing, photocopying, research, errands and
general administrative support to the People and Development Manager as
required.
Measure:
- Administrative support tasks are fulfilled
Office Supplies
Procurement
Office supplies
Office supplies
- Ensure availability continued supply of
sufficient supply of supplies, including but not limited to stationary,
kitchen supplies such as tea, coffee, sugar, milk, kitchen cutlery,
filtered water, tissue paper and other office supplies are
constantly available and reorder when needed through the P & D
Administrator.
Head Office Utilities
- In liaison with the Office Assistants monitor
utilities and prepare request for the utilities in case they have gotten
to the re order level.
- Ensure proper record keeping/filing is
maintained.
Servicing and replacement of
equipment and furniture
- In liaison with the P & D administrator
and P & L department assist arranging for the servicing maintenance of
office equipment and furniture as required.
Measures
- No interruptions to Head Office operations due
to supplies outages
- No interruptions to Head Office operations due
to maintenance requirements
Head Office Logistics and Travel
Coordination
Mailing
Mailing
- Receive and distribute all mail for staff and
letters received at the desk and maintain a record of the
same.
- Liaise with the storekeeper to ensure all
letters and parcels sent from the P&D office receive a tracking number
for follow up purposes.
- Maintain a log book where all letters to staff
form the P&D department are signed for for tracking
purposes.
Measure
- Availability of tracking documents to prove
that that all letters and documents sent or received can be tracked to
final recipient at all times.
Other Duties
- Additional duties as necessary and directed by
the People & Development Senior Administrator.
Skills and Experience
Qualifications:
Qualifications:
- Degree from a recognised Institution
- Postgraduate training in office management or
front office management.
Experience:
- Minimum 2 years’ experience in front office
operations in or NGO sector or Hospital is essential, hotel
Skills:
- A high standard of written/spoken English
- Advanced computer skills, experience in MS
Word, Excel and Outlook essential
- Demonstrated high attention to detail and
ability to follow through tasks to completion
- Punctual and reliable
- Outspoken with a pleasant personality
- Good organisation and prioritisation skills
- Ability to work self directed and use
initiative
- Trustworthy and responsible
- Ability to maintain high levels of
confidentiality.
Attitude / Motivation:
Successful performance at MSI is not simply defined in terms of ‘what’ people achieve, but equally is about ‘how’ people go about their jobs and the impact that they have on others.
Successful performance at MSI is not simply defined in terms of ‘what’ people achieve, but equally is about ‘how’ people go about their jobs and the impact that they have on others.
There are 13 key behaviours that MSI
encourages in all employees and they are defined below:
Initiative
Initiative
- Thinking ahead and taking action to make the
most of opportunities by finding the optimum solution
Innovative
- Thinking creatively and outside of the box so
that ideas generated create a positive outcome
Effective Communication
- Communicating through active listening and
good questioning techniques, using appropriate body language, ensuring
information is clear and concise.
Responsive
- Being responsive to changing priorities and
demands
Working Efficiently
- Planning, prioritising and organising work to
ensure work is accurate and deadlines are met
Sharing Information
- Sharing information and knowledge whilst
maintaining confidentiality
Focus on Learning
- Taking responsibility for keeping knowledge
and skills updated and for seeking opportunities to develop further
Commitment
- Awareness and understanding of goals, vision
and values and how your role impacts on this and going the extra mile to
meet role requirements
Driven
- Drive and determination to deliver results
Accountable
- Taking responsibility for appropriate
decisions that you make, and the actions and behaviour you demonstrate
Embracing Change
- Openness to embracing change within the
organisation and being able to adjust plans/activities accordingly
Motivated
- Motivation towards achieving quality results
to maximise potential
Team Player
- Working as part of a team by being supportive,
flexible and showing respect for each other
Applications quoting the position title with detailed CV, with contact details of 3 referees including their email addresses (1 of which should be your immediate supervisor, 1 former supervisor and 1 any other reference but not your relatives) should be submitted to: recruitment@sheerlogic.co.ke on or before 10th March 2016.
Only shortlisted candidates will be contacted;
NB: Please clearly indicate in the subject line as “Administration Assistant & Receptionist –Support Office”