Procurement and Logistics Assistant, IT Assistant at Kenya Human Rights Commission (KHRC)
The Kenya Human Rights Commission (KHRC) is a premier Non-Governmental Organization (NGO) which was founded in 1991 and registered in Kenya in 1994 with a mandate to entrench human rights and democratic values in the society.
The KHRC envisions a human rights state and society with a mission to foster human rights, democratic values, human dignity and social justice.
This vision and mission is driven by the goal and new mandate of enhancing human rights centred governance at all levels.
Job Title: Procurement and Logistics Assistant
Department: Finance and Administration
Reporting to: Director Finance and Administration
Category: Operational Staff
Location: Nairobi
The Kenya Human Rights Commission (KHRC) is a premier Non-Governmental Organization (NGO) which was founded in 1991 and registered in Kenya in 1994 with a mandate to entrench human rights and democratic values in the society.
The KHRC envisions a human rights state and societywith a mission to foster human rights, democratic values, human dignity and social justice. This vision and mission is driven by the goal and new mandate of enhancing human rights centred governance at all levels.
Overall Purpose: The Procurement and Logistics Assistant is responsible and accountable to the Director of Finance and Administration for planning, developing and implementing responsive strategies and systems for providing administrative and logistics services with due regard to market price, cost, quality and speed of delivery as well as economy of operations.
This involves preparing tender specifications based on programme requirements, competitive sourcing of suppliers/vendors, cost-effective purchase of high quality goods and services, provision of efficient transport services, maintenance of equipment, motor-vehicles and facilities, provision of safe and healthy work environment, while ensuring that all KHRC’s finance and procurement policies and strategies are followed and donor compliance is maintained.
Key Responsibilities
1. Procurement
- Coordinate the implementation of procurement management system for planning, monitoring and tracking costs as well as maintaining up-to-date inventory of purchase order and other procurement transactions
- Develop a range of procurement-related templates, forms and related documents and reports ensuring that all specifications, terms and conditions are in compliance with KHRC policies and standards
- Conduct market research to obtain product or service information such as price, availability and delivery schedule through competitive process
- Receive and review all purchase requisitions, check procurement specifications, ensure requisitions are correctly described and coded, provided for in respective budgets and approved by appropriate signatories
- Prepare Request for Quotation (RFQ), Invitation to Bid (ITB) or Request for Proposal (RFP), receive bids and proposals and prepare a summary matrix of quotations
- Conduct in-depth analysis of all bids received in response to each Tender, Proposal and Quotation to identify the response that best meets KHRC needs and presenting the analysis to the tender committee
- Provide technical support to the Procurement Committee when evaluating bids and proposals and negotiating contracts with suppliers and vendors against approved technical specifications in full compliance with KHRC policies
- As member to the Procurement Committee, you will be the Secretary consistent with the Procurement guidelines and policies.
- Prepare purchase orders, obtain authorized signatures and ensure timely corrective action on PO’s with budget check errors and other problems before processing payments.
- Liaise with the Admin Assisstant as she receives and inspect goods and services to ensure proper inventory is taken and facilitate payment of the supplier by providing necessary documentation to Finance
- Monitor and review the procurement processes, investigate and resolve post-order problems, provide progress reports on procurement matters and follow-up to ensure that contractual obligations are fulfilled
- Consolidate all documentation with respect to each procurement and ensure availability of all supporting documents for audit and review purposes
2. Logistics and Transport
- Plan, coordinate and organize road transport and accommodation of staff attending meetings, workshops or visiting the field to undertake programme activities
- Provide support to programmes during workshops through planning
- Check equipment and motor-vehicle coming back from the field and ascertain if any repair needs to be done with applicable recommendations and action to be taken within specified time periods
- Initiate investigations on all serious/critical incidents and accidents occurring to staff or volunteers, examine and inspect extent of damage to KHRC property and motor-vehicles and recommending appropriate action
- Liaise with traffic police and insurance companies to ensure proper documentation of accident reports and following up to establish the extent and implications of accident liability against KHRC
- Coordinate the repair and maintenance of motor-vehicles in authorized garages against approved requisitions and follow up to ensure vehicles are repaired to the highest standards of quality and within budget limitations
- Maintain accurate control of vehicles, monitor vehicle usage, analyze monthly motor-vehicle returns and maintain a record on fuel and oil consumption, repairs and maintenance as well as accidents and safety
- Develop, coordinate and implement the registration, insurance and licensing of KHRC properties including motor vehicles
- Implement security policy and strategy aimed at protecting KHRC’s staff, volunteers and property against fire, theft, vandalism, terrorism and illegal activity in order to ensure safe and healthy working environment
Required Qualifications and Job Competencies
- Diploma in procurement and supplies management, finance, commerce, business administration, economics or related qualification from an accredited college/university
- Member of the Kenya Institute of Supplies Management (MKISM) or the Chartered Institute of Purchasing and Supplies (CIPS).
- Minimum of two (2) years relevant work experience in a non-profit procurement capacity, processing quotations, tenders, proposals purchase order amongst other supply chain activities
- Ability to work with minimum supervision, willingness to work extended periods time and meet tight deadlines.
- Ability to work under-pressure and respond positively to feedback and differing points of view
- Ability to follow up with suppliers and vendors to track and evaluate the delivery of approved supplies.
- Proven ability to plan, manage and monitor the effective use and safekeeping of fixed assets
- Personal integrity and excellent communication skills, both orally and in writingStrong computer and internet research skills, including MS Office package suite, demonstrated experience with procurement software is an advantage
Job Title: Information Technology Assistant
Department: Finance and Administration
Reporting to: Director Finance and Administration
Location: Nairobi
Overall Purpose: The Information Technology Assistant is responsible and accountable to the Director of Finance and Administration for planning, developing and implementing responsive strategies and systems for providing stable IT operations.
This involves development, installation, troubleshooting, maintenance and upgrade of computer hardware, software, network infrastructure and backup systems to minimize downtime and any disruption to KHRC operations and programme activities.
Other duties include, optimizing key functional areas, particularly the website, telecommunications and security surveillance systems as well as building staff capacity to support end users acquire skills and the proficiency needed to implement programme activities
Key Responsibilities
- Develop, implement and evaluate strategic information technology plan and budget aligned to the KHRC’s strategic plan to support effective execution of programme activities
- Develop planned and preventive maintenance programme for the KHRC’s computer hardware and related infrastructure
- Analyze user requirements, procedures and problems in order to prepare plans and specifications for improving, upgrading and maintenance of computer network systems both hardware and software
- Evaluate user requests for new, modified or updated software application programmes to determine feasibility and compatibility with current system
- Manage the user access control procedures and processes, set-up user accounts and profiles and deal with password issues for staff changes, password resets, remote and wireless access authorisation
- Review, test and evaluate both hardware systems and software programmes to determine their efficiency reliability and compatibility and recommend data communication systems
- Initiate finding proposals and budgets for technology improvements. Also confers with suppliers and vendor and service providers to integrate computer technology environments to achieve organizational goals
- Assess staff capacity, identify IT training needs and provide practical training to enable staff to acquire skills and proficiency in using computers to carry out their work
- Troubleshoot and resolve both hardware and software problems, which includes computer network backbone, network switching systems and servers, antivirus system, content filtering software and other critical applications
- Monitor, install, configure and upgrade computer hardware and software systems such motherboards, processors and memory
- Liaise with service providers for installation and maintenance and upgrading KHRC computer network infrastructure including local/wide area networks, wireless, website and related IT systems
- Develop and implement computer security measures and guidelines to safeguard information and databases against accidental or unauthorised access, modification, virus attacks and destruction of computer files by installing anti-virus computer safeguards including firewall configuration
- Coordinate development, installation and maintenance of office and perimeter security surveillance system including video monitoring, alarms and electronic doors
- Manage, evaluate and install adequate computer backup and disaster recovery and business continuity strategies and systems are in place and reviewed regularl
- Maintain an inventory of all computer hardware and software, including telecommunication equipment and other devices ensuring compliance with KHRC policy
- Conduct IT risk assessments for software applications and computer installation and implement security strategies to manage the identified risks
- Facilitate external IT audits including penetration testing to determine the adequacy of IT controls and implement recommendations made to improve compliance and mitigate risks
Required Qualifications and Job Competencies
- Diploma in computer science or information technology from an accredited college/university
- N+ Network Support Skills Certification
- Cisco Certified Network Associate (CCNA)
- Microsoft Certified Systems Engineer (MCSE) an asset
- Minimum 2 years of relevant working experience in network administration, helpdesk administration and computer security preferably in the non-profit sector
- Skilled in the use of a wide range of software applications including windows operating systems, database administration, printers, networking, antivirus, servers, Wi-Fi and networking
- Demonstrated diagnostic and troubleshooting skills to resolve complex software and hardware problems including maintenance and routine repair of a range of IT equipment and systems.
- Personal integrity and excellent communication skills, both orally and in writing
- Ability to work with minimum supervision, willingness to work extended periods time and meet tight deadlines.
- Ability to work under-pressure and respond positively to feedback and differing points of view
How to apply:
If you believe you fit the profile, submit your application and CV detailing your suitability for the post and include a daytime telephone contact and three referees, preferably your current or previous line managers to recruitment@khrc.or.ke quoting the title of the position you are applying for in the subject line.
The closing date for this position is on April 25, 2014.
Only shortlisted applicants will be contacted.
