Administrative & Procurement Officer

Job Purpose: Support Director to ensure smooth and efficient running of EcoPeace office, resources, and services

Responsibilities include:

Administration Role:

• Ensure smooth running of the office
• Ensure filing systems are maintained and up to date
• Organizing the office layout and maintaining supplies of stationery and office equipment
• Maintaining the condition of the office and arranging for necessary repairs
• Undertake other general administration duties as requested by Director such as correspondence
• Ensure services and supplier contracts are managed effectively
• Assist in logistics related to organizing meetings and conferences
• Receive calls and guest
• Seminars and Conferences preparations: Sending Invitations and Follow up with Participants
• Employees attendance sheets control

 Procurement Role:

• Processes all A/R invoices requests ensuring timeliness and accuracy of codes
• Responsible for reconciliation of invoice sub-ledger control accounts on a monthly basis
• Provides follow up to customers and initiating departments of all outstanding A/R invoices
• Working on the ERP system to help other departments identify their needs, manage the requisition process and source competitive prices, and act as controllers to ensure adherence to budgets
• Plan and implement office systems, layout, and equipment procurement
• Implement procurement strategy and policies - collecting three quotes, etc.
• Lead the procurement process with the staff in all phases
• Order materials and services as per negotiated and appropriately approved.
• Prepare purchase requisitions, approve and issues purchase orders in accordance with company policy and negotiated terms and conditions.
• Maintain procurement files - Preparing Annual Vendor Lists
• Track Purchasing activity and measurement.
• Discuss defective or unacceptable new goods or services with users, vendors, and others to determine cause of problem and take corrective and preventative action
• Manage vendor relationships and assist in building effective partnerships
• Responsible for buying materials, parts, supplies and equipment’s in a timely and cost-effective way; timely manner while maintaining appropriate quality standards and specifications
• Dealing with suppliers - Help to lower the cost and secure agreements
• Develop and review purchase requests and ensure authorization as necessary to facilitate the timely purchase
• Liaise with Financial Officer to ensure accurate and timely payment of invoices, as necessary for the business with the supplier

Comply with donor requirements:

• Ensure the necessary vendor documentation and compliance with donor-specific requirements
• Read all donor contracts to fully understand the procurement and financial requirements of all donations.
• Coordinate with project staff to ensure full compliance with donor requirements of all activities.

All funds for a specific project need to comply with all donors’ requirements; this may include specific procurement rules and reporting of expenses. Examples of donor requirements include:

• Anti-terror compliance (vetting, monthly sub-award reports)
• Bidding thresholds and methods
• Source and origin of products policies
• Implement other tasks as requested by the Director
• Assisting other staff as needed in preparation for large events, conferences, etc.

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Qualifications and skills

• Bachelor’s degree in administration, or similar field.
• 3-5 years’ experience in HR and procurement
• Excellent command of English language.
• Advanced command in using computer programs
• Proven organizational skills and ability to effectively manage multiple tasks
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability, with qualities of patience, tact, and diplomacy.

Application procedure
Interested candidates should send a cover letter and their updated CV to 

[email protected]

No later than Monday, Jan 15th, 2018

Applications will be processed in strict confidentiality, EcoPeace ME is committed to equal opportunities between male and female competitors.