Regional Procurement and Administration Assistant

Organizational Structure

Christian Health Association of Kenya (CHAK) is a leading National Faith Based Organization (FBO) of Protestant churches’ health facilities and programs from all over Kenya, established in 1946 with a goal of promoting access to quality health care.

Christian Health Association of Kenya is seeking to hire a Regional Procurement and Administration Assistant to be based in Embu for the CDC- funded CHAP Stawisha project. The project supports HIV/TB/OVC services in faith based and county health facilities across 15 counties in the country, with offices in Meru, Embu, Kitui and Nairobi.

Job Purpose

The position holder will be responsible for overall effective and efficient support to the projects’ needs, implementation of field level procurement, administration, and management of equipment/asset/inventory within the project. The function will also coordinate and cooperate with all project staff, implementing partners and beneficiaries.

Key Responsibilities and Duties:

• Support planning and procurement of logistics for meetings and training activities in the region.
• Support documentation of meetings, events, activities, and reports.
• Ensure CHAP Stawisha Regional Offices’ cleanliness, maintenance, and security.
• Support communication within the project and liaison with partners and implementing health facilities in the region.
• Prepare and submit complete, accurate and timely reports.
• Review purchasing requests ensuring the adequacy of details and specifications and obtain additional information/documentation as required.
• Processing requisitions in Nav 365 supported by relevant documentation.
• Coordinate general office administration, asset management, maintenance, security, insurance, and record management services.
• Participate in asset verification and asset register maintenance.
• Provide guidance to programs and departments to regional teams on procurement related matters and assist in developing suitable solutions, as necessary.
• Participate in the development, implementation and interpretation of procurement policies and procedures.
• Provide guidance and participate in project procurement committee deliberations including tendering and bidding processes.
• Manage the presentation and filing of procurement documentation to facilitate report submission, fact- based analysis and tracking of procurements.
• Support in the prequalification of suppliers’ process.
• Manage communication with vendors and staff to facilitate implementation of procurement procedures.
• Any other lawful duties as assigned by your supervisor that is within the scope and nature of the position.

Required Experience

• Bachelors of procurement/supply chain management.
• 2 years prior experience
• Excellent interpersonal and communication skills
• Negotiation skills
• Independence
• Knowledge of donor rules and regulations on procurement and funds management.
• Computer literacy
• Planning and organizational skills