RESPONSIBILITIES

PROCUREMENT / TRAVEL:

• Oversee cost effective acquisition of a wide range of goods and services; responsible for country program compliance with PATH and donor policies and specifically procurement, travel, conflict of interest and ethics.
• Develop and maintain a procurement planning and analysis processes for the timely acquisition of goods, coordinate with global procurement as required and provide proactive, rigorous and logical methods to solve procurement related challenges within Country.
• Lead procurement activities including competitive bidding, supplier selection and justification, issuing purchase orders.
• Provide guidance to project teams on annual procurement planning.
• Manage vendor relationships (including travel agents and hotels); vet and screen new vendors; review annual supplier contracts.
• Proactively identify issues with day-to-day purchasing processes and resolve and/or communicate the issues to management in a timely manner, as needed;
• Lead the prequalification of suppliers and service providers
• Coordinate the update and sharing of procurement tracker for the country program
• Oversee travel management for Kenya office. Coordinate domestic travel and hotel arrangements related to program activities. Ensure all travel requests are responded timely, efficiently and arrangements are in compliance with PATH procedures
• Actively review and update procurement and travel policies/procedures, no less than once annually.

SECURITY / FACILITIES / VEHICLES: 

• Serve as Emergency Preparedness Coordinator for Nairobi Office in coordination with the Global Security Officer.
• Oversee security systems and emergency response equipment/supplies for the workplace, ensure staff stay informed of safety policies and procedures.
• Manage Nairobi office facilities including utilities, internet, new hire set up, office supplies and equipment, housekeeping/pest control, improvements, repairs and renovations.
• Oversee the leases for Nairobi and sub-offices.
• Manage PATH Kenya’s fleet of vehicles including new purchases, maintenance, fuel cards, licenses/permits, insurance/claims, usage, and reporting.
• Update the asset/inventory register regularly

PERFORMANCE MANAGER:

• Oversee duties and activities of Administrative Assistants and Procurement Officer
• Facilitate individual team member success through communication, coaching, mentoring and performance assessment.

Finance Administration:

• Participate in preparation of annual Facilities budget.
• Review monthly expenditure reports and recurrent administrative expenses.
• Oversee offsite records archiving and retrieval processes.

QUALIFICATIONS:

• Bachelor’s degree or minimum 7 years’ experience in Business Administration/Management, Procurement or Finance.
• Strong problem solving and excellent decision making.
• Experience with ERP systems. Experience with Business World ERP will be an added advantage.
• Experience working in an international NGO is desirable.
• Excellent skills in MS Office Suite (Excel, PowerPoint, Word, Access).
• Experience managing and supervising a team.
• Work well under pressure and prioritize to meet deadlines.
• Ability to work independently with a high degree of reliability, accuracy, and productivity.
• Strong oral and written communication skills; fluency in English is required.
• Ability to maintain harmonious working relationships and effectively address complex and sensitive administrative issues.
• Must have legal authorization to work in Kenya.