Administration Assistant Job in Kenya - Stores

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Administration Assistant Job in Kenya - Stores

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