REF AD/7/98/24, I POST
The Position
The position is domiciled in the Department of
Clinical Medicine and Therapeutics in the Faculty of Health Sciencies, under
the Fleming Fund Kenya Grant. This is a two (2) year project that will be
conducted in several hospitals in Kenya to strengthen surveillance of
antimicrobial resistance and antimicrobial use.
Location
The position will be based at the Department of
Clinical Medicine and Therapeutics and will report to the Principal
Investigator.
Key Responsibilities
Procurement:
- Liaise with UON’s procurement department to ensure
project complies with policies and procedures.
- Collate the project’s requests into the annual
procurement and disposal plan as per the approved budget for management
review and approval. Upload this plan onto the EPMIS portal.
- Liaise with activity leads in preparing, terms of
reference and specifications of items/service requested. Follow up with
the UON Procurement department on issuance of RFQs and tender documents.
- While working closely with UON Procurement department,
participate in evaluation of RFQ documents while tracking the project burn
rate.
- Work closely with the UON Procurement department on
processing of requisition, LPOs and all other support documents.
- Give frequent updates to the Team Lead on procurement
progress of the various requests.
- Provide a detailed monthly Procurement Analysis Report
to the Team Lead while identifying any challenges with suggested
solutions.
- Ensure all procurement documentation are in compliance
with government policies, the Public Procurement and Asset Disposal Act
and the funder(s) requirement, competitive procurement and value for
money.
- Support the NASIC/MOH in forecasting, quantification and
costing of microbiology reagents and consumables for inclusion in the
KEMSA list for public procurement.
- Support NASIC to develop a costed plan for procuring
maintenance contracts and a strategy for obtaining government funding.
- Conduct an economic analysis with an aim of providing
costs of running an AMR surveillance in resource limited settings such as
Kenya.
Contract Management
- Assist the Team Lead in initiating procurement of
service and maintenance contracts and ensure the appointed vendors are up
to date with their schedules.
- Liaise with the UON Procurement Department to monitor
and evaluate suppliers of the various goods, work and services for
reliability.
- Liaise with user departments to ensure that contract
renewal / termination of lease, framework contract and / or framework
agreement are initiated three months prior to expiry of the period.
- Supervise outsourced service providers.
Financial Management
- Ensure that all vendors financial claims are supported
by relevant documents before submission for payment.
- Conduct a three-way match on all invoices forwarded to
finance for payments. i.e. attach LPO/contract document; Goods Received
Note or appraisal report and supplier’s invoices.
Asset Management
- Monitor stocks levels, equipment, assets and vehicles to
minimize the risk of theft or unauthorized usage.
- Manage and maintain assets register by continuously
updating new purchases and tagging them.
- Regular review of asset condition and submit
recommendation at least biannually.
- Conduct biannual physical count and reconciliation of
all assets with accounting ledger and submit to the Team Lead.
Vehicle and Driver Management:
- Ensure there is available transport to deliver supplies
to sites as and when required.
- Ensure where institution drivers are deployed, they
follow laid down policies and procedures while liaising with UON transport
department.
- Ensure driver maintains the vehicle in good working
condition which includes regular maintenance, do daily check list,
cleanliness of the car both inside and outside daily.
- Ensure drivers give reports on any incident and/or
accident as soon as possible but within a maximum period of 12 hours of
the occurrence.
- Assist the Team Lead in procuring transport and
logistics services.
- Ensure vehicle maintenance, repair and insurance is up
to date and appropriate.
Office Management
- Effectively communicates with the projects management
team any UON polices changes that directly affects the project
implementation.
- Ensures proper storage, management and disposal of
project’s record within required funder or UON/GOK regulations.
- Support the activity leads in organizing project
workshops and other events as requested.
- Coordinate and work closely with field offices on
office, inventory and vehicles management.
Staff Management and Teamwork
- Participate fully in team meetings and assist with work
planning ensuring all milestones are achieved.
- Maintain an awareness of staff comments and any
complaints to identify any area that needs to be addressed/rectified
immediately.
Job Specifications
- Bachelor degree in any of the following fields: Business
Management, Procurement, Logistics or any other business related field.
- Professional qualification in Procurement and Supplies (CIPS
or CPSP- K).
- Master’s degree in Procurement & Contract Management;
Procurement and Logistics or Supply Chain Management; or similar
disciplines will be an added advantage
- Finance and / or accounting background will have an added
advantage. At least CPA II.
- Experience in Microsoft Office and an ERP system.
- At least three years professional experience in Procurement,
General Administration, Asset and Inventory management preferably with
donor funded projects within the health sector.
- Knowledge of various donor regulations is an asset.
- Excellent communication skills (written & oral) in English
and Kiswahili
- Supervisory, communications and negotiation, networking,
teamwork and interpersonal skills
- Planning, organization, time management, and coordination.
- Organizational awareness and service orientation, analytical
and solution provider.
- Demonstrate an ongoing commitment to gender equality and
diversity.
- Ability to work under pressure, self-driven with minimum
supervision.
How To Apply
Tenure and Terms of Appointment
The tenure of this job is one (1) year, appointment
on contract which can be renewed based on performance, mutual agreement and
project period.
Notes
- Applicants should email their application letters, certified
copies of certificates and curriculum vitae (CV) giving details of their
qualifications, experience and three (3) referees indicating their
telephone contacts and e-mail contacts;
- Applications and related documents should be forwarded
addressed to the Deputy Registrar, Recruitment and Training University of
Nairobi;
- Applicants should state their current designations, salaries
and other benefits attached to those designations;
- The application letter must bear the reference code indicated
in the advertisement;
- Late applications will not be considered and
- Applications should be emailed as one file in PDF: recruit-paaofp@uonbi.ac.ke
CLOSING DATE: TUESDSAY, JULY 23, 2024
