What can you expect in this role?
1.1 Procurement
1. Coordinate Procurement of office goods and services for the Arusha, Kilimanjaro and Manyara sub offices.
2. To process purchase requests in accordance to the Foundations procurement policy under the guidance of the Procurement Manager.
3. To ensure coordination of invoices management process to Finance department by updating the invoice tracker, maintain and update its dispatch book and maintain the Procurement copies in files sequentially.
4. Ensure that all procurement is done using the agreed terms & conditions and is done in transparency way with high integrity.
5. Ensuring that accurate and detailed specifications are submitted in writing prior to initiation of purchasing and coordinates the efficient pickup and delivery of purchases
6. Maximize the best value for money for Foundation procurement activities and in line with the policies and procedures
7. Establishing and developing professional working relationships with service providers and vendors based on transparency and honesty, evaluation and monitoring of vendor performance.
8. Preparing weekly and monthly procurement reports for management review.
1.2 Reception
9. Ensure that all visitors are correctly referred and attended to and that at all times there is someone at the reception.
10. Answer/redirect telephone calls, taking messages, receive/assist visitors
11. Maintain reception information/literature and general mail service.
12. Keep the reception area tidy and welcoming during office hours
13. Maintain the notice board at the reception and update the information on notice board as needed
1.3 Mail & invoice Administration
14. Liaise with the Driver in charge of the mailing function and assist in the administration of the weekly courier. Receive and distribute mail accordingly.
15. Ensure all utility bills are received on time and payment processed on time;
16. Assist various departments to send out parcels and documents and follow up on receiving the same from different couriers recommended by the office.
1.4 Secretarial Duties
17. Prepare daily staff attendance record and send to Dar Office and Admin Manager on monthly basis.
18. Update staff extensionlist and distribute to staff on monthly basis
19. Carry out other secretarial duties as assigned by the Senior Finance and Admin. Manager.
1.5 Office Equipment
20. Assists to oversee the use and maintenance of the office equipment including the photocopier, fax, binding machine to ensure that they are in working order and arrange with Dar Office and Administrative Manager for their repair and maintenance.
1.5 Stores and cleanliness of the building
21. Maintain EGPAF stores and ensure that all materials in the stores are well sorted out and arranged at all times.
22. Conduct store inventory and prepare monthly stationery order.
23. Ensuring that the building is clean and organized at all times.
24. Liaise with various key staff to ensure that the materials brought to the store are distributed accordingly.
1.6 Other duties
25. Provide administrative support to other departments in the operations as requested
26. Have in depth capacity to interpret policies, procedures rules and regulations and assist staff with their comprehension of these
27. Review and ensure compliance with all local legal requirements including registration, taxes and local labour laws.
28. Identify potential areas of compliance exposure/vulnerability and assist in the development of corrective action plans for the resolution of problematic issues.
To be successful, you will have:
29. Bachelor’s Degree or Advanced Diploma in Procurement and Supply Management or related Field
30. Registration with Procurement and Supplies Professionals and Technicians Board (PSPTB) at minimum graduate level
31. 3+ years of experience as a procurement and admin officer or in a similar position
32. Report and Records Management Skills
33. Integrity
34. Strong communication and negotiation skills
35. Ability to multitask, prioritize, and manage time efficiently
36. Accurate attention to detail
37. Goal-oriented, organized team player
38. Strong Computer Skills
Bonus points if you have:
39. Friendly disposition
40. Fluent reading, writing, and speaking in both Kiswahili and English
41. Previous experience in working with international NGOs is an added advantage