Chai Sacco Procurement & Administration Officer Job-September 2015


Chai SACCO Society Ltd is a leading deposit taking Savings and Credit Co-operative Society Ltd with nationwide membership.
The SACCO has two fully pledged branches in Nairobi and Litein, and a marketing Office in Mombasa.

We are looking for a self-driven and results-oriented person to fill the following position:-

Job Title: Procurement & Administration Officer

Division: Human Resources and Administration

Position Reports to: Human Resource and Administration Manager

Position Supervises
Receptionist / Telephone Operator

Job Summary: Responsible for the coordination of office operations, procurement and resources mobilization to facilitate organizational effectiveness and efficiency

Main Duties and Responsibilities

The jobholder’s duties and responsibilities are outlined as follows;

Operational Roles and Responsibilities

  • Supporting the Human Resource and Administration Manager in overseeing general office administration of Chai Sacco by managing office space, maintaining service contracts, managing office equipment and monitoring administrative costs;
  • Implementing office administrative procedures and policies at Chai Sacco as may be directed by the head of department.
  • Ensuring that office supplies and inventory are adequately replenished.
  • Implementing office safety measures at Chai Sacco including Fire drills, First Aid Activities etc;
  • Supporting the HR and Admin Manager in organizing and setting up staff functions such as management meeting, long service award ceremonies, team building, birthdays etc;
  • Supporting the HR and Admin Manager in managing the company vehicles by coordinating vehicle maintenance, motor vehicle insurance activities, maintaining a user log of the vehicles and sourcing for outsourced taxi services
  • Supporting the HR and Admin Manager in overseeing the renewal of office licenses and relevant business license
  • Preparing requests for proposals/ quotations and prepare comparison of various quotations
  • Maintaining procurement records and managing Society inventory
  • Preparing reports on procurement activities as per guidelines
  • Conducting research to ascertain best products and services in terms of best value, quality and delivery
  • Forecasting price trends
  • Attending internal meetings, taking minutes and following up on actionable areas
  • Perform any other duties as assigned from time to time.

Key Result Areas:

The accountability areas are:

  • Maintenance of sound administration policies.
  • Healthy and safe work environment.
  • Proper management of office space
  • Efficient coordination of staff functions
  • Timely procurement of items
  • Accurate reports on procurement activities
  • Asset management

Knowledge and Skills Required:

The jobholder’s must possess;

  • Degree in Purchasing and Supply or its equivalent from a recognised institution
  • Higher Diploma/ professional certification will be an added advanatage
  • Minimum 3 years experience in the application of procurement regulations
  • Member of a recognised institute of purchasing and supply
  • Effective communication skills
  • Excellent planning and logistical skills.
  • Strong analytical and problem solving skills.
  • Good interpersonal and communication skills.

How to Apply

Interested candidates who meet the set criteria may submit their applications with a detailed CV, copies of their certificates & national ID, and names and contacts of three referees, expected remuneration and daytime telephone contacts in a cleared marked envelope “APPLICATION FOR ……” to: The Chief Executive Officer,
Chai SACCO Society Ltd,
KTDA Plaza, 4th Floor,
P.O. Box 278-00200,
Nairobi. Application deadline: Wednesday, 23rd September 2015. Only short-listed candidates will be contacted. Chai Sacco is an equal opportunity employer.