Position title: Senior Administration & Procurement Associate
Reports to: Finance & Operations Director
Location: Nairobi, Kenya
Deadline: 6th August 2024
TaRL Africa initiative is hosted by Empower Learning Africa, a not-for-profit organisation registered and headquartered in Nairobi, Kenya, with teams in Côte d’Ivoire, Nigeria, and Zambia and locally registered offices in Nigeria and Côte d’Ivoire. TaRL Africa began as a joint venture by Pratham and J-PAL in 2019, with the goal of supporting governments and organisations across Africa to accelerate children’s foundational skill learning using the evidence-based “Teaching at the Right Level” (TaRL) approach. TaRL Africa’s vision is for every child across Africa to have foundational skills so that they can have a better future. Our mission is to ensure education systems effectively equip children with these foundational skills.
We support governments and organisations in over 15 countries in Sub-Saharan Africa to design, deliver and scale impactful TaRL programmes while learning and sharing how the approach can be improved for different contexts. Together with partners, TaRL Africa has reached over five million children with TaRL programming.
Job Summary
The position supports the Finance and Operations Director in coordinating the procurement and administration functions of ELA, to ensure adherence to timeliness, cost-effectiveness, efficiency, and effective management of goods and services.
Duties and Responsibilities
- Administration and procurement:
- Support in the development of procurement policies and compliance enforcement
- Coordinate procurement processes including effective management of RFQs, RFPs, bid analyses and evaluations, drafting procurement contracts, and reviewing supplier deliverables
- Perform due diligence and vetting of suppliers and service providers
- Reviewing supplier /vendor contracts and service level agreements (SLAs) for approval as needed.
- Develop and maintain vendor database, all country’s asset register maintenance, and implement and sustain a reliable tagging system for central team and each country office
- Ensure timely delivery of goods and services as per the agreed terms and conditions, as well as invoicing and timely payment of bills
- Ensure compliance with procurement SOPs
- Process LPO’s in the system and ensure same is delivered to contracted vendors
- Receive, review and process vendors invoice through the ERP
- Provide oversight and management of the movement of items and assets in the stores
- Manage and coordinate all travel (local and international)-related matters, including liaison with travel agents, transporters, foreign missions for visas, accommodation /hotels etc.
- Management of the office lease/s and operational legal contracts.
- Ensure timely attendance and provision of all office requirements/supplies including equipment, furniture and fittings, office supplies and stationery, kitchen supplies IEC materials etc.
- Coordinate timely insurance (including renewals) of office fittings, fixtures and equipment and all other office equipment
- Ensure timely identification and attendance to any office/equipment repairs and maintenance needs
- Development of budgets for the office running costs and sharing with finance for consolidation
- Monitoring actuals against budget for all office related expenses
- Supervising the Administration Associate and office support outsourced service providers
- Any other responsibilities as may be assigned by the direct managers.
- Provides procurement advice and capacity building to both procurement and non-procurement staff at central and field offices.
- Participates in preparation of procurement plans as per the program/departmental needs.
- Leads in asset verification exercise and ensures all assets are insured.
- Support event planning, including sourcing and booking venues as per the requests from various departments.
Reporting
The Senior Administration and Procurement Associate shall report to the Finance and Operations Director.
Qualifications and experience
- A University Degree in Business Administration, Project Management, and or procurement fields from a recognized institution
- A Masters in Business Administration or Development Studies is an advantage
- Training in leadership or management course(s) in addition to the degree is desired
- At least five years’ work experience in a reputable organization in a similar or equivalent position
Required Skills and Competencies
- Meticulous organizational and prioritization competence, with attention to detail
- Proactive attitude and ability to take initiative and work independently
- High energy levels and emotional intelligence
- A good team player
- Strong interpersonal skills, outgoing personality, and ability to work independently and effectively under pressure and on strict deadlines in a multicultural setting
- Excellent knowledge of all computer applications
- Superior oral and written communication skills in English and other local languages
- Knowledge of French and/or any other foreign language is an added advantage
- Good planning and coordination skills and ability to prioritize competing priorities effectively.
- Good negotiation and relationship management skills.
TaRL Africa Values
- We put children’s learning first.
- We are always learning, improving, and innovating.
- We are locally rooted for high-quality delivery and sustainable impact.
- We are kind, respectful and collaborative.
- We are proactive, committed to integrity and doing our best each day.
How to apply?
Please fill in APPLICATION by 6th August 2024. Only applications submitted through the form will be accepted. Please note that, due to the large volume of applications, we will only be able to respond to short-listed applicants.
