e-job Market

Administrative Officer – Research vacancy
Job opening ID 126
Department: Office of Deputy Director General - Research
Posting title: Administrative Officer - Research
Designation: Administrative Officer - Research
Job Summary: Responsible for delivering consistently high-quality administration for research programme activities.
Deadline: 09/25/2014
Job Category: Nationally Recruited Staff
Roles and responsibilities
General Administration
• Support and coordinate major scientific events promoting ICRAF's research agenda.
• Support Deputy Director General-Research (DDG-R) in the management of Research Division through management of calendar, meeting support, management of ODDGR budget etc.
• Use business administration principles and processes to ensure smooth running of business workflows
• Schedule and manage donor visits to the DDG-R.
• In consultation with the Partnerships Directorate, prepare and manage contracts with partner institutions.
• In consultation with HRU, prepare contracts of employment for both regular and other staff in the research division.
• Oversee office operations to ensure a smooth workflow. Liaise with the operations units of ICRAF for various support services as required.
• Supports operations by planning, organizing, and implementing administrative systems.
Programme Administration
• Oversee and manage the capital assets of the ODDG-R.
• Coordinate weekly and monthly Research related meetings.
• Organise SD/Regions consultative meetings as required.
• Archive records and documents pertinent to the work of the research division.
• Ensure that information disseminated is complete, accurate, on time and logical.
Workshops & Travel
• Provide a leadership role in organizing logistics for workshops, meetings, and events and taking minutes of meetings.
• Handle travel bookings, requests and expense claims for ODDG-R staff in liaison with the ICRAF travel office and finance unit.
• Make payments and account for workshop expenses.
• Book meeting facilities.
Skill set • A minimum of degree in Business Administration with post graduate qualification in Project Management. A Master’s degree in relevant field will be an added advantage.
• At least 5 years work experience in a busy office planning and managing programmes, reporting and overseeing the administration function.
• Excellent organizational skills with demonstrated ability to execute tasks on time.
• Demonstrated ability to establish and maintain effective relationships and partnerships with key stakeholders both internally and externally.
• Strong interpersonal, communication, facilitation and presentation skills.
• Good computer skills with proficiency in MS office applications.
• Strong analytical and problem solving skills.
• A professional and flexible approach to work, with the ability to prioritize.
• Tactful, discrete and confidential, persuasive, sound and timely judgement.
• Sensitive to the delivery of strong customer service.
• Adherence to high quality of work with attention to detail.
• Ability to apply innovative and effective management techniques to maximize team performance.
• In-depth understanding of policies, practices, processes and standards for provision of advice and guidance on their impact on research program activities.
• Demonstrated knowledge in the budgeting process and monitoring.
Work experience 5 years
Advert Advert - Administrative Officer (Research).pdf
Duty station Nairobi, Kenya

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World Vision Supply chain Manager – Nairobi
(with travel to the field)
Reporting to the Finance and Support Services Director, the Supply Chain Manager will manage the function that comprises of procurement, logistics and warehousing. Plan and coordinate departmental affairs. Supervise staff, review supply chain processes and ensure compliance to supply chain management procedures. Supply Chain Manager is an integral part of the management team and specifically responsible for;
Major Responsibilities:
1. Developing a procurement strategy that can be implemented across WV Somalia and all vendors to effectively manage procurement of Goods, Works and Services

Contributing to the development and implementation of WV Somalia business strategies through added value procurement and supply chain management
Enhance WV Somalia overall performance
Support the cost-effective and efficient use of funds that is so important for WV Somalia as grant funded programme and donors who are anxious to see ethical and good use of money.
Provide leadership and overall ownership in the development and implementation of assigned WV Somalia sourcing and supply strategies
Develop effective relationships with key internal stakeholders to gain a detailed understanding of their main drivers & requirements
Work closely with your stakeholders to provide support, guidance and cost effective solutions

2. Development of Procurement Plans for each Financial Year.

Work with stakeholders to create procurement plans to improve demand forecasting to achieve balanced demand with supply.
Deliver procurement plan cost effectively, making significant savings
Develop sourcing strategies and execute contracts and framework agreements with strategic suppliers on critical supplies making up 80% of spend.

3. Creating and implementing best practice Supply Chain Management principles and process across all WV Somalia business divisions.

Develop approaches to ensure that the Supply Chain Management function supports the achievement of the WV Somalia’s sources of competitive advantage.
Promoting the consideration of the consequences of decisions that impact on supply markets and creating a culture of innovative sourcing solutions.
Encouraging approaches to measure outcomes achieved through the implementation of category plans and instilling a culture of continuous improvement
Contributing to every procurement appraisal and decisions undertaken by internal stakeholders so that total costs of ownership can be minimised and the most profitable acquisition decisions be made.
Evaluating and applying an appropriate methodology using contemporary techniques to achieve improved category management/ strategic sourcing
Encouraging collaboration between procurement/ supply chain personnel with stakeholders to develop effective category plans
Developing and implementing appropriate sourcing strategies for logistical services and other bottleneck items
Promote the strategic application of supply chain management concepts and best practices to ensure the efficient, timely, accurate and cost effective management of the SCM function and delivery of the function's activities as the head of supply chain function.
Implement approved Procurement policies and procedures

4. Supplier rationalization, contract management and negotiation by Ensuring professional supplier/vendor management is applied across the supply base

Lead relevant negotiations for contracts and framework agreements and leverage total WV Somalia /regional spend.
Provide analysis of the supply base delivering savings and agreeing on sourcing tools and processes
Coordinate the strategic sourcing initiative, review frame agreements, service level agreement and contracts.
Develop and maintain an approved supplier database and actively engage in relationship building with key suppliers.
Ensure supplier relationships are managed and highlight opportunities for continuous improvement
Evaluating the challenges faced by the WV Somalia and its supply chains taking actions to mitigate risks and to develop opportunities
Developing approaches to mitigate the impact of markets on supply chains and taking actions to exploit market opportunities
Evaluating the value added activities of the WV Somalia ’s supply chains and taking actions to increase value
Critically assessing the developments in strategy adopted by suppliers and advising
senior managers on the potential means of developing strategy

5. Managing supplier compliance

Monitoring and evaluating developments in legal issues that affect sourcing decisions in supply chains and advising colleagues and strategic stakeholders on actions that can be taken to mitigate risks
Review contracts to ensure compliance with project requirements and to minimise risk. Act as an interface with legal and contracts groups to finalize terms and conditions where necessary
Contract Management to ensure on time delivery of goods, works and services as per terms and conditions of contract

6.      Governance in Procurement
·        Coordinate tender committee, share in the meetings, validate the approved contracts and suppliers, and participate in the tender sub - committee and provide general guidance in evaluation and selection of suppliers.
7.      Logistics
·        Develop and implement a formal logistics strategy
·        Obtain, produce, and distribute materials and products in the proper places and in the proper quantities.
·        Apply logistics with the movement of personnel, as well as the design and development, acquisition, storage, movement, distribution, maintenance, evacuation, and disposition of material.

Reach optimal efficiency and effectiveness when:

°        Transferring goods and services from suppliers to and from warehouses to the end users or consumers
°        Choosing shipping methods, considering the trade-offs between costs and benefits.
°        Applying the cross-docking technique when bringing items into a distribution center for immediate dispatch.
°        Dividing truckloads of homogeneous items into smaller, more appropriate quantities for use by break-bulk handling.
°        Consolidating several items into larger units for fewer handlings, for example placing items in boxes loaded and wrapped as a pallet by unitization packaging.
·        Ensure a process is in place to receive, store, and ship materials to and from suppliers or distribution locations by incorporating warehousing activities.
·        Ensure that warehouses are configured to have formal storage locations that identify the row, rack section, level, and shelf location, typically with an alphanumeric location bar code or label

Ensure inventory management controls are in place in all warehouses

8. Supply Chain Performance and Supply Chain Metrics

Define key performance indicators for suppliers and consultancies and conduct market surveys
Use performance approved tools to track performance
Effectively link delivery and service with customer needs in the design process.
Evaluate contract responsiveness, negotiate changes to a contract, and ensure that contractors are compensated for products or services provided
Measure customer satisfaction and develop loyal customers by using performance metrics taken from the customer’s perspective, with criteria such as on-time delivery, perception of quality, percentage of complaints, and length of wait times.
Track savings

9. Supply Chain Risk

Contribute to creating and maintaining of WV Risk Register
Identify SCM Risk based based audit risks and mitigation and proactively participate in risk MWRAPs
Ensure sustainable procurement to support accountability and transparency in supply chain management

10.   Project Management
·        Ensure that project goals and objectives are achieved while honoring the project constraints, typically scope, time, and budget.
·        Put in place a mechanism identifies the set of activities that use resources, such as money, people, materials, energy, space, provisions, communication, and motivation, to achieve the project goals and objectives.
11.   Process Improvement
·        Put in place a systematic approach to closing of process or system performance gaps through streamlining and cycle time reduction, and identify and eliminate causes of quality below specifications, process variation, and non-value-adding activities.
12.   Management Reports
·        Issue periodical management reports to both internal customers on activities of Supply Chain Management Function.
13.   SCM Staff Performance and Capacity Development

Conduct staff appraisals and monitor performance agreements through mentoring, coaching and monthly meeting
Creating, supporting and promoting a culture of personal accountability
Supporting the personal and professional development of individuals to enhance their performance

Qualifications: Education/Knowledge/Technical Skills and Experience

Bachelor’s Degree in Business Administration, Purchasing and Supply or Social Sciences, Chartered Institute of Purchasing and Supply or any other recognized professional institute
Over 8 years’ experience in leading a Humanitarian Logistics and Supply Chain Department
Must be a member of Kenya Institute of Supply Management or any other recognized SCM professional bodies.
Experience in Procurement, supplies, warehousing and Logistics
Ability to relate with internal and external customers
People Management and performance monitoring
Contract and Supplier Management
Logistics ,Transport, Distribution and Warehousing Management
Government and tax policies regarding procurement supplies
Planning and Analytical Skills
Leadership skills

Other Competencies/Attributes:

Must be a committed Christian, able to stand above denominational diversities.
Demonstrates well-developed interpersonal skills, excellent communication skills, both verbal and written, as well as negotiation skills
Must adhere to set security standards
Ensure a gender perspective in the scope of work
A proven track record of executive procurement
Must be a person of integrity and honest

•     Strong leadership skills
•     Strong stakeholder engagement and management
•     International procurement experience
·      A ‘can do’ attitude.
Preferred;

Cross Border Operations in a Relief organization
Negotiation and Conflict Resolution
Good Understanding of Humanitarian Industry
Financial Skills

Working Environment / Conditions:

Work environment: Nairobi based with frequent travel to the field.
Travel: Domestic/international travel is required.

Interested and qualified candidates should submit their detailed CV’s together with names and addresses of three referees to the address below clearly indicating ‘Supply Chain Manager’ on the email subject. All applications should be received by September 17th, 2014. Only shortlisted candidates will be contacted.
People and Culture Manager
World Vision International – Somalia Program
Email: recruitsomo@wvi.org

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Wednesday, 10 September 2014

Administrative Officer – Research vacancy

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World Vision Supply chain Manager – Nairobi