ADMINISTRATIVE AND PROCUREMENT OFFICER. – AGRICULTURAL BUSINESS INITIATIVE. (aBi) - 2015

THE ADMINISTRATIVE AND PROCUREMENT OFFICER WILL REPORT TO THE CORPORATE SERVICES MANAGER

JOB OBJECTIVE(S)

The Administrative and Procurement Officer pro-actively supports the procurement activities of aBi by organizing adequate acquisition of goods and services. His/her responsibilities include the intake and follow up of purchase requisitions, tender/quotation procedures, order processing, purchasing, invoicing and delivery of goods to requestors. He/she will ensure maintenance of updated supplier database for the office, carry out market surveys for goods and services and also communicate about delivery lead times and replies to any other inquiries from user departments.

The Administrative and Procurement Officer will also support smooth running and operation of aBi office administration function, which will includes managing office supplies (stationary, kitchen supplies) and records office security as well as ensuring the staff are updated on health and safety issues. He/she will ensure proper records are kept for aBi assets and that there is proper management of the aBi fleet of vehicles. The procurement and Administration officer will also ensure smooth management of staff travel, including aBi vehicles, taxi services as well as making flight bookings and ensuring proper management of insurance for the regional office assets.

DIMENSIONS OF ROLE.

The Administrative and Procurement Officer will be responsible for the following;
Supervising the Administrative Assistant, Receptionist and 2 Office Assistants,
Ensuring smooth running of the office,
Ensuring effective and efficient procurement of goods and services.
The overall supervision of all staff under Corporate Services Department will be the responsibility of the Corporate Services Manager.

DUTIES & RESPONSIBILITIES
Administration

Structure and organise administrative work to promote work processes and ensure an appropriate work space and office facilities are functioning, i.e. water, electricity, security etc.
Electronically and physically maintain and archive data, information and records of the procured logistical goods and the stationery store and any other administrative matters;
Receive maintenance work requests for minor maintenance, alterations, repairs and renovations and ensure they are promptly handled;
Ensure meeting rooms, Boardrooms and or other aBi Trust special meeting rooms are well maintained and are logistically and appropriately managed;
Arrange and book conference rooms and hotels for all aBi Trust stakeholder meetings, management meetings, seminars and workshops and other gatherings as be requested;
Arrange visas, travel bookings and tickets for aBi Trust staff and process hotel accommodations; i.e. coordinate with staff to maintain an awareness of upcoming travel and ensure adequate lead times to prepare applicable documentation,
Take meeting minutes as and when needed;
Assist management in the coordination of security and evacuation plans;
Ensure proper records of office inventories and documentation of stock procured in the office,
Ensures disposal of old and damaged assets in line with the procurement manual. Ensures all monies from the disposed assets are recovered and accounted for.
Performs asset inventory/registration and verification annually both for the aBi office;
Oversees the updates the aBi office asset register.
Collaborates with the IT coordinator to ensure all IT equipment is properly managed.
Ensures lost assets are properly reported and necessary action taken to remove the same from the register once the investigations are completed.

Procurement.

Plans, develops and manages relevant procurement and contractual aspects of aBi Trust goods and administrative services i.e. fit out furniture, stationer, tea bites and sanitary ware within delegated authority;
Receives requests for goods and services (requisitions) and ensures their completeness/ compliance before they are processed;
Reviews requests about product description and specification, prices, lead times and availability, promoting standardization, value for money and economy of scale;
Prepares tender documents, receives/collects bids and prepares Comparative Bid Analysis for the Evaluation Committee;
Takes evaluation and procurement committee meeting minutes and reports the outcome. Ensures the committee members have signed on the evaluation or procurement minutes;
Prepares Local Purchase Orders and sends them to finance department for approval;
Notifies the selected suppliers of the purchase order once approved;
Prepares service level agreements and submits them to the Corporate Services Manager for approval and further endorsement;
Produces up-to-date overviews of outstanding requests regularly and upon request, including adequate information about expected delivery lead times;
Informs Department Heads and requestors pro-actively about delays and other problems in the delivery of their requests.

KEY PERFORMANCE INDICATORS.

Smooth flow of day to day operations, including well managed stores and vehicle fleet
Adherence to administration and procurement policies and procedures.
Timeliness in Procurement Cycle
Timeliness in Payment Processing
Transparent Procurement Processes with accurate minutes of evaluation and procurement meetings
Healthy and safe work environment.

KEY COMPETENCY REQUIREMENTS
Knowledge

Knowledge of administrative, budgetary, procurement procedures
Maintains confidentiality of sensitive information and guards the handling of sensitive or high risk information appropriately.
Demonstrates and adheres to the behaviors that are consistent with standards for professional and ethical conduct within aBi trust
Proficiency in Microsoft programs and report writing.

Skill/Competencies.

Strong negotiation, problem solving analytical skills
Pay attention to detail.
Concentrate on all aspects of a task, commitment to achieving high quality results
Initiative: Develop new solutions to problems as they arise
Team work and ability to prioritize own and others workloads
Communication Skills

Education:

Bachelor’s Degree Business Administration or Purchasing and Supplies Management
Training in Procurement and Supplies Management

Experience:

3-4 years’ relevant experience in the administration and procurement role