Why we are here: To stop the degradation of the planet’s natural environment and to build a future in which humans live in harmony with nature.
Mission of the Department: To ensure a high performing ESARPO and Kenya Country Office with efficient and strong operational resources as key components of WWF’s business.
Major Functions: Working closely with the Head of Finance takes the responsibility for the administration, procurement and logistics management functions of ESARPO.
Major Duties and Responsibilities:
Coordinates and facilitates the procurement requirements of the program office on the basis of the procurement policy guidelines.Pre-qualification of suppliers as provided in the procurement policyCompliance with procurement procedures as per Field Operations Manual.Procurement committee constitution and TORsCreates purchase orders, ensuring relevant procurement procedures have been applied and all supporting documentation is attachedEnsuring that invoices received reconcile to purchase orders and created and matching receipts to purchase ordersEnsure three way matching of purchase order, Invoice and GRN and carry out monthly Oracle Purchase Module closing procedures, including month end reconciliations and adjustmentsLiaises with government authorities and NGO’s and provides logistical support in coordinating deliveries of program supplies and in obtaining customs clearance for imported goodsPrepared documentation and drafts correspondence for duty and tax exemption certificates and ensures timely submissions to the relevant government authorities.Managers the process of applications and renewals of residence permits and Diplomatic ID Cards and airport cards for expatriates as authorised and granted by the government of Kenya.Carries out periodic controls to ensure that the filing system are properly used and that documents being regularly filed and easily accessibleCarries out periodic controls to ensure that the filing system are properly used and that documents being regularly filed and easily accessibleDevelops and maintains an archive policy for the regional office based on contractual and legal requirements; supports the country offices to develop and maintain archiving policyDevelop appropriate physical inventory count procedures, adapted to the local requirements of each site, with a strong accent on control and separation of duties.Develop procedures for the disposal of fixed assets with a strong accent on appropriate approval levels and control over eventual sales values and resulting receipts.Develop appropriate systems, policies and procedures for the management of the Programme's assets, adapted to the specific needs of each site.Ensure appropriate policies are in place for management of motor vehiclesEnsure a policy is in place; areas to concentrate – records, use, acquisition, organizational needs, Fuel procedures, disposal procedures etc.Takes responsibility for managing the vehicle fleet in the ESARPO hub officeRequired Qualifications and experience:University degree in Business Administration or equivalent,Diploma in procurement and supply from CIPS. A holder of CPA (1) will be an added advantage.Computer applications in Excel, Word and in particular Oracle i-Procurement and Oracle Purchasing Module.Work experience in a reputable International NGO in a similar or equivalent job for at least five years.Required Skills and Competencies:Adaptable, flexible, able to take initiative and prioritize among competing demands;A good team player with strong interpersonal skills, outgoing personality, and ability to work independently and effectively under pressure and on strict deadlines and in a multicultural setting;Excellent knowledge of computer applications;Excellent oral and written communications skills in English and Swahili;Adherence to WWF’s values, which are: Optimistic, Engaging, Determined and Knowledgeable.Internal: Interacts with the ESARPO staff and all KCO staff on a daily basis, and as required and interacts with the WWF Eastern and Southern Africa, WWF International, and other WWF Network staff.
External: Interacts with national governmental institutions, non-governmental organisations, academic institutions, the media, donors, specialists / consultants, and other stakeholders, in collaboration with the Head of Finance
This job description covers the main tasks and conveys the spirit of the sort of tasks that are anticipated proactively from staff. Other tasks may be assigned as necessary according to organizational needs.
How to ApplyInterested candidates who meet the above requirements should email a cover letter and CV with the Procurement Officer Application on the subject line to the Senior People Organisation Development Officer (Snr. POD), WWF-KCO, HResource@wwfesarpo.org not later than 30th November 2013.
Position Title: Procurement Officer
Mission of the Department: To ensure a high performing ESARPO and Kenya Country Office with efficient and strong operational resources as key components of WWF’s business.
Major Functions: Working closely with the Head of Finance takes the responsibility for the administration, procurement and logistics management functions of ESARPO.
Major Duties and Responsibilities:
Coordinates and facilitates the procurement requirements of the program office on the basis of the procurement policy guidelines.Pre-qualification of suppliers as provided in the procurement policyCompliance with procurement procedures as per Field Operations Manual.Procurement committee constitution and TORsCreates purchase orders, ensuring relevant procurement procedures have been applied and all supporting documentation is attachedEnsuring that invoices received reconcile to purchase orders and created and matching receipts to purchase ordersEnsure three way matching of purchase order, Invoice and GRN and carry out monthly Oracle Purchase Module closing procedures, including month end reconciliations and adjustmentsLiaises with government authorities and NGO’s and provides logistical support in coordinating deliveries of program supplies and in obtaining customs clearance for imported goodsPrepared documentation and drafts correspondence for duty and tax exemption certificates and ensures timely submissions to the relevant government authorities.Managers the process of applications and renewals of residence permits and Diplomatic ID Cards and airport cards for expatriates as authorised and granted by the government of Kenya.Carries out periodic controls to ensure that the filing system are properly used and that documents being regularly filed and easily accessibleCarries out periodic controls to ensure that the filing system are properly used and that documents being regularly filed and easily accessibleDevelops and maintains an archive policy for the regional office based on contractual and legal requirements; supports the country offices to develop and maintain archiving policyDevelop appropriate physical inventory count procedures, adapted to the local requirements of each site, with a strong accent on control and separation of duties.Develop procedures for the disposal of fixed assets with a strong accent on appropriate approval levels and control over eventual sales values and resulting receipts.Develop appropriate systems, policies and procedures for the management of the Programme's assets, adapted to the specific needs of each site.Ensure appropriate policies are in place for management of motor vehiclesEnsure a policy is in place; areas to concentrate – records, use, acquisition, organizational needs, Fuel procedures, disposal procedures etc.Takes responsibility for managing the vehicle fleet in the ESARPO hub officeRequired Qualifications and experience:University degree in Business Administration or equivalent,Diploma in procurement and supply from CIPS. A holder of CPA (1) will be an added advantage.Computer applications in Excel, Word and in particular Oracle i-Procurement and Oracle Purchasing Module.Work experience in a reputable International NGO in a similar or equivalent job for at least five years.Required Skills and Competencies:Adaptable, flexible, able to take initiative and prioritize among competing demands;A good team player with strong interpersonal skills, outgoing personality, and ability to work independently and effectively under pressure and on strict deadlines and in a multicultural setting;Excellent knowledge of computer applications;Excellent oral and written communications skills in English and Swahili;Adherence to WWF’s values, which are: Optimistic, Engaging, Determined and Knowledgeable.Internal: Interacts with the ESARPO staff and all KCO staff on a daily basis, and as required and interacts with the WWF Eastern and Southern Africa, WWF International, and other WWF Network staff.
External: Interacts with national governmental institutions, non-governmental organisations, academic institutions, the media, donors, specialists / consultants, and other stakeholders, in collaboration with the Head of Finance
This job description covers the main tasks and conveys the spirit of the sort of tasks that are anticipated proactively from staff. Other tasks may be assigned as necessary according to organizational needs.
How to ApplyInterested candidates who meet the above requirements should email a cover letter and CV with the Procurement Officer Application on the subject line to the Senior People Organisation Development Officer (Snr. POD), WWF-KCO, HResource@wwfesarpo.org not later than 30th November 2013.
Only shortlisted candidates will be contacted.
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