Procurement & Administration Manager – Kenya – 2024

Position: Procurement & Administration Manager

Location: Nairobi, Kenya
Type of Job: Full-Time
Job Category: Procurement & Supply Chain Management
Salary: Competitive, based on experience
Reporting to: Senior Management Team
Application Deadline: December 27, 2024

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Introduction

Africa Harvest is a well-established non-profit organization, recognized for its commitment to improving food security and promoting sustainable agricultural practices across Africa. We are currently seeking a Procurement & Administration Manager to join our dynamic team. This is a pivotal role, offering candidates an opportunity to contribute to Africa Harvest’s growth while managing key procurement and administrative functions. The Procurement & Administration Manager will work alongside multiple teams, ensuring that procurement operations are aligned with the organization’s mission and objectives.

In this role, you will oversee the entire procurement process, from vendor management to inventory optimization, as well as ensure the smooth administration of executive functions. The role offers immense growth potential, providing a collaborative and supportive work environment where you can make a significant impact on the organization’s operational efficiency.

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Key Responsibilities

Procurement & Supply Chain Management

• Negotiate and manage contract terms with suppliers to ensure value for money, quality standards, and delivery terms with technical and operational input from AHBFI Nairobi and Field Offices.
• Ensure Service Level Agreements (SLAs) for purchase and delivery of supplies, equipment, and services are agreed with supported departments, and regularly monitored, reviewed, and updated.
• Support various teams to prepare annual procurement plans, consolidate plans from different teams (including programs, program support, and Field offices), and track implementation.
• Ensure that AHBFI purchasing policies and processes are in place, updated regularly, and meet operational needs in terms of price, quality, and delivery targets.
• Lead vendor identification, vetting, and selection, evaluate tenders based on key criteria, and conduct periodic assessments to ensure an effective vendor mix.
• Ensure that all purchased goods meet set standards, are fit for their intended purpose, and, where applicable, have appropriate inspection certificates.
• Participate in meetings to negotiate procurement contracts with suppliers and vendors and follow up to ensure all contractual obligations are fulfilled within budgetary limits and performance agreements.

Operational Responsibilities

• Facilitate the implementation of contracts by suppliers and service providers to ensure they meet their contractual obligations.
• Provide information as required for any petition or investigation related to tenders or contractors, ensuring adherence to review procedures.
• Stay current on changes that may affect the supply and demand of materials, advising client departments of any impact.
• Develop and maintain strong relationships with both internal and external stakeholders to ensure optimal procurement performance.
• Ensure consistent supplier management across the supply base in line with AHBFI’s procurement policy, while providing proactive solutions to procurement challenges.
• Recommend solutions to procurement challenges without compromising on quality or service, while optimizing cost.

Inventory Management & Quality Assurance

• Coordinate with inventory and warehouse teams to manage stock levels and avoid overstocking or stockouts.
• Implement inventory optimization strategies to reduce holding costs.
• Ensure all procured products meet the required quality standards.
• Collaborate with quality control teams to resolve any quality issues and ensure that products and services align with organizational requirements.

Compliance & Risk Management

• Ensure compliance with laws, regulations, and internal policies, including both local (Kenyan) and international compliance requirements.
• Identify and mitigate procurement-related risks, including potential supply chain disruptions.
• Work with leadership to assess and address compliance risks in procurement.
• Follow up on audit findings and support corrective actions as required.
• Ensure that all purchases have complete documentation and are properly filed.

Reporting & Analysis

• Produce reports to monitor quality and compliance in procurement processes.
• Develop procurement indicators and dashboards to measure efficiency and support management decision-making.
• Provide regular reports that aid in evaluating procurement processes and ensuring optimal procurement performance.

Administration Roles

• Manage executives’ schedules, communications, and both local and international travel to ensure smooth operations.

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Qualifications and Skills

Education & Certifications

• Bachelor’s degree in Business Administration, Procurement/Supply Chain Management, Logistics, or a related field.
• Master’s degree in Procurement/Supply Chain Management or a related field is preferred.
• Professional qualification in Procurement or Supply Chain Management is preferred.
• Membership in a relevant procurement professional body (e.g., KISM, CIPS) is highly desirable.
• Excellent proficiency in Microsoft Office Tools (Word, Excel, Outlook) and Google Workspaces.
• A valid Certificate of Good Conduct is required.

Experience

• At least 5 years of relevant experience in a non-profit organization, including a minimum of 2 years in a supervisory role.
• Proven experience in an administrative position, such as Executive Assistant, with exposure to senior management.
• Knowledge of donor rules, procurement regulations, and hands-on experience in procurement and contract management within the non-profit context.

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Company Culture and Values

At Africa Harvest, we are committed to fostering a work environment where all employees feel valued, supported, and empowered to contribute to the achievement of our mission. Our values are deeply rooted in promoting collaboration, transparency, and innovation. We are dedicated to improving food security and promoting sustainable agricultural practices, not only for today but also for future generations. We actively encourage diversity and inclusion and strive to create a workplace where everyone can thrive.

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Apply Now for Procurement & Administration Manager

If you are a qualified candidate with the passion and skills to take on this exciting role, we invite you to apply now. Join our team at Africa Harvest, where you can make a tangible impact on the future of agriculture and food security in Africa.

To apply, please submit your application to hr@africaharvest.org with “Procurement and Administration Manager” in the subject line. Applications must be received by 5:00 PM EAT on December 27, 2024. Only shortlisted candidates will be contacted.

[Apply for Job]

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Equal Opportunity Statement

Africa Harvest is an equal opportunity employer and is committed to attracting and retaining the best employees from all backgrounds. We encourage individuals from all backgrounds to apply for this position. Only shortlisted applicants will be contacted.

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