IntraHealth International Operations & Administration Manager and Procurement Officer Jobs in Kenya

IntraHealth International believes in a world where all people have an equal opportunity for health and well being. We have served the public health needs of developing countries for almost 30 years.

We have worked in more than 50 countries, with the support of the US government, foundations, corporations and individuals.

IntraHealth International supports health workers to succeed, improve policies and systems for a strong workforce, and extend health services to meet communities’ needs.

Operations & Administration Manager

Ref: OAM/02/2012

The Operations & Administration Manager is responsible for providing professional administrative services for effective support of the organization and program teams.

The Manager will oversee and implement effective systems for procurement, office administration and operations, physical facilities and transport management.

Key responsibilities

• Oversee the administration and operations services of the organization
• Coordinate the provision of administrative and general services within the organization inclusive of office space, office security, equipment & facilities, repairs and maintenance office supplies to ensure smooth running of the program
• Lead the procurement section in ensuring compliance with donor regulation
• Streamline and implement administrative standard operating procedures (SOP) for all office operations and use of motor vehicles
• Develop innovative systems to improve efficiency and cost-effectiveness of the administrative operations
• Monitor and control office administration budgets for contracts, equipment and office supplies
• Manage expatriate housing, work permit approvals and renewals
• Oversee local and international travel, shipments and safe custody of company assets
• Review and advise on administrative matters including leases, statutory requirements and contracts with third parties
• Monitor and coordinate the upkeep and maintenance of the premises and equipment
• Coordinate and oversee the office inventory management and insurances
• Coordinate transport system for the organization by monitoring deployment of vehicles as per the program needs
• Mentor, motivate, supervise and appraise support staff in the discharge of their duties to ensure efficiency
• Provide leadership in ensuring compliance with Occupational Safety and Health (OSH) legislation and policies
• Ensure that all operations and administration contribute to risk management and risk reduction

Education and Experience

• Bachelors degree in business administration, public administration, social sciences or related field
• Minimum of 5 years relevant experience and sound background in managing administration functions; experience with USAID-funded projects a strong asset.
• Good organization skills and ability to pay attention to detail
• Ability to be discrete and maintain high levels of confidentiality
• Experienced in managing teams and supervising multi-cultural staff
• Excellent organizational skills with ability to multitask even under pressure of deadlines
• Possess good interpersonal skills with pleasant and outgoing personality
• Ability to meet tight deadlines and to proactively identify and address issues

Procurement Officer

Ref: PO/02/2012

The successful candidate will provide procurement support for IntraHealth Kenya office. This position reports to Operations & Administration Manager.

Key Responsibilities

• Serve as the lead procurement officer, ensuring compliance with IntraHealth and donor specific procurement/cost regulations.
• Set up and continuously appraise the procurement systems/processes that will meet IntraHealth’s auditing standards.
• Prepare and carry out annual pre-qualification of suppliers for major services/goods and ensure that the competitive bids are sourced from time to time.
• Take lead in the procurement for both routine and non-routine; which include obtaining quotations, compiling selection summary in accordance with the policy and preparing local purchase orders/contracts.
• Ensure ordered services and goods are provided satisfactorily and invoices for such services are received and reconciled in a timely manner
• Maintain a record of invoices for reconciliation with Orders (LPOs).
• Maintain a filing system for all procurement records.
• Inventory maintenance and generation of reports as required

Qualifications and Experience

• A diploma or bachelor’s degree in supply chain management, business administration, public administration or equivalent.
• Preferred professional qualification in CIPS or other procurement certification.
• At least 3 years working experience in a procurement role for an International NGO.
• Knowledgeable in donor requirements and/or international procurement best practices.
• Good communicator, team player and strong organizational skills
• Ability to work with minimum supervision and can deliver on agreed timelines.
• Demonstrate high level of integrity.
• Ability to demonstrate working knowledge of key computer programs.

If your background, experience and competencies match the above specifications please send your detailed CV indicating daytime telephone numbers, address and the names of three referees to the address below not later than February 17, 2012, quoting the position reference:

IntraHealth International Inc
Unga House, Muthithi Road, 7th Floor
P.O. Box 66726 – 00800 Nairobi
Email: jobskenya@intrahealth.org