SOS Children’s Villages in Kenya
Administrative and Procurement Officer – Meru Office
SOS Children’s Villages
in Kenya is a member of the SOS Children’s Villages International (CVI)
Federation.
SOS Children’s Villages
in Kenya is a child-focused Non-Governmental Organization established in 1973
to provide care and support to children who have lost or are at risk of losing
the care of their biological family.
The organization’s
vision is “No child should grow up alone” and its programmes are driven by the
mission of “building families for children in need, helping them shape their
own futures and sharing in the development of their communities”.
In this regard, the organization works to reduce poverty; increase access to quality education and decent work; reduce inequalities and build strong institutions as laid out in SDGs 1, 4,8,10 and 16.
This is done through
programmes that are geared towards addressing the political, economic, health
and social root causes that lead to high levels of child vulnerability and put
families at risk of breaking down. The programmes focus on Alternative Care,
Family Strengthening, Youth Empowerment, Education, Health Care and Advocacy.
SOS Children’s Villages
in Kenya implements programmes in five (5) of Kenya’s 47 Counties namely
Nairobi, Mombasa, Uasin Gishu, Kisumu and Meru. We seek to recruit suitably
qualified persons to fill the position in Meru Children’s Villages Office for
Administrative and Procurement Officer.
Administrative and
Procurement Officer – Meru Office
Job Summary: Reporting to the
Programme Director, the Administrative and Procurement Officer will be
responsible in provision of Administrative and procurement support to the SOS
Children’s Village Programme.
S/he ensures that the
SOS Children’s Village project complies with established policies and
procedures, and guides the development of the administrative function ensuring
that organisational objectives are supported and remain relevant.
Key performance areas
and main responsibilities
1. Support effective
financial resources use and ensure procurement processes are adhered to
· Gives support to the
programme accountant in ensuring proper financial management of the SOS
Children’s Village and adherence to the financial and administrative
regulations of SOS Children’s Villages Kenya and SOS-Kinderdorf International.
· Participates in the
preparation of the annual plans and budget of the SOS Children’s Village
Programme and ensures the budget is not exceeded.
· Maintain and
continuously update lists of prequalified suppliers, contractors and
consultants in various specific categories of goods, works or services
according to the procurement needs of SOS CVK at location level
· Prepare SOS Children’s
Villages Meru Procurement Plans in liaison with the user departments.
· Prepare Local Purchase
Orders, Local Service Orders and Contract Agreements.
· Outsource for quotations
from suppliers as per the threshold in reference to the procurement manual.
· Coordinate receipt and
inspection of delivered item ensuring the quality and given specifications are
met.
· Act as the permanent
secretary to the procurement committees and shall prepare the bid analysis and
or evaluation reports of the deliberations of the procurement committees.
· Ensure that all records
on procurement are prepared, updated and properly and stored kept Shall
organize sensitization on matters of procurement for SOS CVK stakeholders
· Prepares LPOS and petty
cash payments and ensures all documents supporting payment are attached before
a payment is processed.
· Ensure programme staff
are advised on procurement time around time to ensure smooth implementation of
the activities.
· Organize sensitization
on matters of procurement for SOS Children’s village location staff and
stakeholders.
2. Assets Management
· Updates the fixed assets
registers for the SOS Children’s Village Programme and conduct quarterly
reviews.
· Coordinates the purchase
of stationery, equipment and other supplies, and deals with various suppliers
as necessary.
· Ensures that tools,
equipment and machines in the Programme workshop are properly maintained and
repaired regularly, and any necessary replacements are ordered in time.
· Assists with the
establishment of proper store-keeping records and procedures. Conducts regular
checks off all stores (e.g. drug stores, stationary stores, etc.) to ensure
stock-cards are accurate and all proper procedures are being followed.
3. Performs General
Administrative Tasks
· He/she works
independently in routine tasks under the general direction of the Programme Director.
· Supports him/her in any
way possible, removing the burden of general administration from him/her.
· Supervises all the
administrative activities of the SOS Children’s Village Programme.
· Ensures the maintenance
of the entire programme grounds and buildings as well-organized offices,
ensuring cleanliness and good order.
· Recommends improvements
in office administration, practices, including filing systems.
· Ensures effective
communication, information processing and logistics coordination.
· Coordinates the SOS
Children’s Villages fleet. Ensures that the vehicles are properly maintained,
registered and insured.
· Frequent review of
compliance with the agreed SOS administrative policies and procedures.
· Maintains and updates
all administrative files, paperwork and other documentation in compliance with
SOS policies & procedures. Keeps up-to-date files for all reports, meetings
correspondence etc. Ensures the proper safekeeping of all such records.
· Assists in making
accommodation or other arrangements for guests, SOS Children’s Villages Kenya
officials or other visitors.
· Maintains a Stationery
Register. Ensures that there is always a sufficient stock of envelopes, stamps,
other office stationaries etc. and distributes new supplies as necessary.
· Records proceedings of
Programme meetings and Ensures Programme Minutes are signed and filled
appropriately.
· Organize refreshments
for guests and assists with the organization of special functions.
· Ensures proper facility
maintenance at all times
· Provided programme
reports regularly including but not limited to Safety and security, security
guards performance,
· Supports in Management
of Location income generating activities
4. Ensures effective
management of Human Resource Records at the location.
· Supports the development
of simple but effective Human Resources administrative procedures, in
accordance with the policies of the SOS Children’s Villages Program Policy.
· Preparing monthly
reports on agreed key human resource areas for decision making.
· Supports by ensuring
security of the location is effective and performs secretarial duties to the
locational Security Committee.
· Ensure internal memo or
relevant communication is disseminated widely, timely and effectively through
different communication channels (like notice-boards, e-mail, telephone, etc.)
within the location
· Coordinate
implementation of all Safety & Health requirements in the location as per
OSHA.
· Coordinate all
locational staff pension scheme issues in liaison with employees and the Human Resource
& Administration Manager.
· Deal with SACCO related
queries and issues at the location level
· Coordinate employee
benefits administration e.g education rebates, Staff medical scheme, Staff
Pension Scheme queries.
· Staff leave
administration. Maintaining all leave records and updates to achieve
coordinated leave administration process and keys in primary information in the
HRIS leave module and share updated leave schedules on monthly basis with the
supervisors.
· Ensuring that staff
attendance records is maintained for action and decision making.
· Maintains and provides
necessary support in the implementation for use of all Human Resources forms
and documentation such as leave forms,exit survey forms, application forms etc.
· Update staff files with
all HR and other administrative documents and ensure their safety.
Required Qualifications
/ Abilities
· A Bachelor’s degree in
Business Administration, accounting or related field.
· A minimum of 3 years
working experience with progressive responsibility in procurement and
administrative function in a medium or large organization, preferably in the
NGO Sector.
· Strong organizational,
analytical and interpersonal skills; demonstrated ability to follow assignments
through to completion.
· Proficient user of SAP’s
and MS Office productivity tools – especially advanced Excel and Navision is
desirable
· Able to work under
pressure, with strong organizational, planning, prioritization and execution
skills and the ability take accountability for results and achievement of
objectives.
· Enthusiastic, decisive,
pragmatic and dynamic hands-on individual with a sense of urgency, attention to
detail, thoroughness and unquestionable integrity.
· Previous experience on
IGA management
How to Apply
If you believe your
experience, competencies and qualifications match the job and role
specifications described; send your application & updated CV (with details
of at least 3 traceable referees one of which must be immediate former
employer) should be to recruitment@soskenya.org addressed to the Human
Resources Manager to reach us on or before 8th January 2023.
Please indicate the
position on the Subject of your Application
SOS Children’s Villages
holds strict child safeguarding principles and a zero-tolerance policy for
conducts of sexual harassment, exploitation and abuse in the workplace, code of
conduct and other places where the organization’s activities are rendered.
Parallel to technical
competence, recruitment, selection and hiring decisions will give due emphasize
to assessing candidates value congruence and thorough background checks, police
clearance reference check processes.
The position holders
must be willing to sign the child safeguarding policy and provide a current
police clearance certificate.