African Economic Research Consortium Jobs in Kenya
African Economic Research Consortium Procurement Assistant Jobs in Kenya
ResponsibilitiesProcurementAssist in the preparation of tender documents and in the whole Procurement process including: preparation of quotations; identification of potential suppliers and consultants; carrying out market surveys, evaluation of tenders and
preparation of contracts;
On the basis of the requirements provided in the bidding documents organize the appointment for the opening and evaluation committee meetings, drafting the minutes and contracts notification
Sending award documents for the signing,
scanning and filing of all relevant procurement
documents; verifying the compliance of the
procurement proposal and administrative
documents,
Notifying tenderers, preparing further information letters to contractors, scanning and archiving all relevant documents according to the AERC and policies; filing procurement files and contracts and agreements and managing the archiving;
Providing support to the head of Procurement for contract management activities including scanning, sending and receiving contracts, and contract amendments
Providing administrative and clerical support (copying, scanning, filling and archiving documents of financial nature and maintaining the procurement files in a structured and comprehensive manner
Providing support by updating templates,
guidelines, checklists, procurement policies and procedures and any other documents related to the procurement cycle
Undertake procurement processing. Upon receipt of requisitions, raises the RFQ and analyses them on a timely manner
Undertake to raise all LPO’s once the RFQ have been approved by the procurement committee or Executive Director or the respective heads of department.
Ensure payment upon final approval are using guidelines set out in the funding agreement.
Assembling data from files and other records for preparation of quarterly reports.
Monitor progress of contractors.
Facilitate vendors’ payments.
Participates in the tender evaluation and acting as secretary to the evaluation committees and ensuring prompt response once the quotations are received.
Proper record keeping for all procurements carried out.
Fixed Assets management
Assists
in the management of the organization’s fixed assets including ensuring all items are tagged; updating the register and disposal of obsolete items
Stores Management
Assists in management of stores, stores records and an inventory of office supplies and stationery
Is the primary contact person for issuance of store items
Ensures that stock items are replenished in a timely manner
VAT Management
All VAT applications for invoices received have been processed
Follow up on the VAT exceptions
Keep proper records on all VAT applications that have been sent and those that have been received.
Compliance
Supporting the Procurement Unit to ensure that project procurement and grant procedures are compliant and conducted according to the
procurement policies and procedures and donor
funded procurement guidelines;
Other duties and responsibilities as assigned by the supervisor
Qualifications
Bachelor’s degree in Business Administration or related discipline
Diploma/ Certificate in purchasing and supplies
At least 2 years relevant experience
Attentive to detail
Strong integrity and ability to maintain confidentiality
Good communication and interpersonal skills
Strong analytical skills
Ability to work under pressure and meet deadlines
Good team player
Proficiency in standard office computer applications and databases such as; MS
Office Word, Excel, PowerPoint and Internet
How to apply
Interested candidates should send their resume by 9th February to:
recruitment@aercafrica.org
For more information and job application details, see; African Economic Research Consortium Procurement Assistant Jobs in Kenya
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