Job Title

Procurement Assistant at icipe – African Insect Science for Food and Health

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  • Job ID: 10895
  • Applications: 0
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Job Description

Summary

Icipe seeks to recruit a Support Officer I (Procurement Assistant) in the Procurement Unit. The position is tenable in Nairobi at the icipe Duduville campus. This is a two-year contract, renewable subject to continued position needs, funding for the position, and performance of the staff member. This is a nationally recruited position. A competitive compensation package will be offered to the right candidate. Only shortlisted candidates will be contacted.

Overall Purpose of the Job

  • Prepare VAT exemption application forms for submission and approval by MoFA & KRA, prepare for their dispatch to Suppliers and Finance upon approval, and maintain an accurate up to date record of the same in the Procurement Unit.
  • In charge of receiving, inspecting, and issuing Guest House supplies and ensuring proper certification and documentation of GRN/GIN per the Procurement Policy manual, and filing of the same together with the respective purchase orders.
  • Receiving invoices for the above, records and forwards to Finance for payment in a timely manner.
  • Prepare monthly mineral water consumption summary for recharge to User Units.
  • Issue mineral water re-fills to all Units in a timely manner.
  • Participate in the implementation of the ERP – Procurement Module.
  • Provide assistance within the Unit when called upon to do so.

Specific Duties

The successful candidate will be expected to:

  • Receive suppliers’ invoices from the Procurement Assistant (Stores) and prepare VAT exemption application forms for submission and approval by MoFA & KRA, prepare for their dispatch to suppliers
  • and Finance upon approval, and maintain an accurate up to date record of the same. Submit a monthly status report to the Procurement Manager.
  • Receiving and inspecting the above referenced category of goods and issuing to the respective users immediately upon delivery by the suppliers, ensuring proper certification and documentation of
  • GRN/GIN per the Procurement Policy. The information derived from all this is necessary to help take the right steps to remedy the situation at hand. Submit a monthly status report to the Procurement Manager.
  • Ensure delivery notes and GRN/GIN notes are reconciled with invoices and purchase orders, processed, distributed and filed appropriately together with the respective purchase order.
  • Ensure all invoices received are recorded in the relevant register and forwarded to the Creditor Accountant in a timely manner, for processing.
  • Prepares mineral water consumption summary to enable recharging to User units by Finance.
  • Keep a record of issues on delayed orders, partial deliveries, etc for ease of monitoring Vendor performance. Submit a monthly status report to the Procurement Manager
  • Update the vendor list and the newly created Inventory list per template provided by CoreTEC, the implementer.
  • Participate in ERP sessions/trainings to understand the functional requirements document for Procurement.
  • Provide assistance when called upon to do so.

Requirements/Qualifications

  • Bachelor’s degree in Purchasing and Supplies Management or related field.
  • Computer proficiency (Email, Internet, Word, Excel, Access or other data-base management).
  • Basic Computer Skills including, Microsoft Excel, Power Point, MS Office, or other data-base management Training from a recognised institution.
  • Basic skills in supplier relationship management
  • Good written and oral communication skills
  • At least 3 years of experience in a comparable position.
  • Honesty and high level of Integrity
  • Ability to take initiative and responsibility

Core competencies

  • Strong organizational skills.
  • Punctuality; willing to undertake initiatives

Apply online on icipe – African Insect Science for Food and Health by 30 September 2022

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