Tearfund
is a Christian international relief and development agency working globally to
end poverty and injustice, to restore dignity and hope in some of the world’s
poorest communities.
We are
operating in more than fifty countries around the world.
Post: Facilities / Procurement Administrator
Post: Facilities / Procurement Administrator
Location: Nairobi
Programme: Nairobi Support Hub
Team: East & Southern Africa
We are seeking an experienced Facilities & Procurement Administrator to provide support in ensuring adequate facilities and communication systems as well as procurement for Tearfund teams in Nairobi and operational programmes that draw support from Nairobi office.
Main Purpose of Job
We are seeking an experienced Facilities & Procurement Administrator to provide support in ensuring adequate facilities and communication systems as well as procurement for Tearfund teams in Nairobi and operational programmes that draw support from Nairobi office.
Main Purpose of Job
The
role is to support the Nairobi Support Hub Manager in ensuring adequate
facilities and communication systems are maintained, and supporting procurement
for the hub, and limited procurement as required by the various Tearfund teams
based in Nairobi and operational programmes drawing support from the Nairobi
Hub.
Under
the direct supervision of the Hub Manager, responsibilities include maintaining
a functioning office space, transport, communications, asset management and
procurement
Line Management / Position in Organisation
Line Management / Position in Organisation
- Grade B3
- Reports to
Nairobi Support Hub Manager
- As part of the
Nairobi Support Hub team, works closely with the Finance Officer and
HR/Admin Administrator
- Liaises with and
supports Tearfund teams based in Nairobi and programmes drawing support
from Nairobi, and the IG Logistics staff and IT Helpdesk
Dimensions and Limits of Authority
- Authority is
subject to approval by the Nairobi Support Hub Manager and/or relevant
budget holder
Duties and Key Responsibilities
Corporate Policies, Management Systems and Procedures
- Contribute
towards the promotion and adherence to Tearfund’s Purpose, Basis of Faith,
Core Values and Operating Principles.
- Ensure internal
management systems and policies are established and implemented in the
Nairobi Hub
Facilities Management
- Under the
direction of the Hub Manager, obtain, manage and maintain adequate office,
accommodation and warehousing to ensure an effective and efficient
environment for staff.
- Ensure that
office utility payments and lease payments are made on time, and liaising
with the Finance function to ensure proper record keeping of lease
agreements, lease payment records, utility payment records and service contract
as required.
- Ensure Tearfund
health and safety policies and procedures are adhered to within the
Nairobi Hub, and undertake health and safety briefings as required.
Communications / Information Technology
- Maintain
effective telecommunication and IT systems for the Nairobi Hub (mobile,
phone, email, sat phone).
- Ensure staff are
trained and proficient in correct equipment usage and required
communications protocols, conducting or arranging training as required.
- Arrange basic
technical support and advice on IT and communications as required, drawing
support from IT helpdesk and the IG Logistics.
Asset Management
- Under the
direction of the Hub Manager define and obtain the office equipment
required for the Nairobi Hub, ensuring the proper use and maintenance of
the equipment.
- Establish and
maintain an accurate, detailed and up to date fixed asset register,
providing regular updates of the register to the Hub Manager.
- Ensure
acquisition and disposal of fixed assets is according to the requirements
of Tearfund and the relevant donor.
Transport / Fleet Management
- Responsibility
for daily vehicle allocation and usage records, security, servicing
(outsourced as required), refuelling, tax and insurance for vehicle fleet.
- Ensure all those
authorised to drive Tearfund vehicles meet the standards and have valid,
up to date licences and are medically fit to drive.
- Conduct or
arrange additional training where necessary for local or expatriate staff
to cope with the local driving conditions and type of vehicles.
External Relationships / Representation
- Build positive
working relationships with government, suppliers and contractors in
support of an effective and efficient facilities / procurement function.
Procurement
- Ensure all staff
in the Nairobi Hub understand Tearfund procurement procedures.
- In conjunction
the HR/Admin Administrator and the Finance Officer, arrange procurement of
office stationary, consumables, taxis and other specific items for the
operation of the Nairobi Hub
- In consultation
with the Hub Manager agree payment terms and conditions with suppliers and
oversee timely processing of all invoices by the finance function
- Maintain all
procurement records, including an effective filing system for
documentation to enable tracking and auditing.
- On occasions as requested
by operational programmes:
- Receive and
record approved procurement requests, ensuring accurate specifications.
- Under the
direction of the Hub Manager, identify potential sources of goods and
services, meeting supplier representatives as appropriate, request and
assess competitive quotations, agree prices and delivery dates acceptable
to the operational programme, while updating relevant stakeholders.
- In conjunction
with the operational programme arrange receipt of good and shipment, while
ensuring appropriate documentation for customs clearance
Qualifications
Essential
Essential
- Tertiary
qualification.
Desirable
- Associated
Technical qualification
Experience
- Proven
facilities management, communication, transport and procurement at
administrator level
- Experience of
leading and facilitating prayer and Bible study groups.
Skills / Abilities
- Negotiation
skills
- Problem solving
skills
- Good English
written and verbal communication skills
- Ability to learn
fast
- Computer
literate
- Administrative
skills
- Ability to
communicate confidently and comfortably about own personal faith
- Ability to lead
and facilitate team prayer and Bible studies
- Ability and
commitment to apply biblical principles prayerfully within all aspects of
the role
Personal Qualities
Essential
- Committed Christian
- Humanitarian
& Christian motivation
- Emotionally and
spiritually mature
- Team player
- Understanding
and sensitivity to cross cultural issues
- Commitment to
accountability to beneficiaries and transparency, giving them dignity and
respect, and demonstrating listening and understanding
- Flexible and
adaptable to ever changing environments
- An understanding
of and a commitment to Tearfund’s Mission, Values and Beliefs Statement
Desirable
- Contributing to
an evangelical Christian church
This
role requires a committed Christian and must also be committed to the
outworking of Tearfund’s Missions, Values and Belief’s statement. All posts
involve potential contact with children and vulnerable adults and the
recruitment process will include specific checks related to child protection
issues.
Closing date: 19th February 2013
Qualified candidates are invited to send their application letter of interest and CV including day time phone numbers as well as names and contact information of three references to: Tearfund, on email: Nairobi.recruit@tearfund.org
Note: Please indicate “Facilities & Procurement Administrator’ in the email subject header.
Closing date: 19th February 2013
Qualified candidates are invited to send their application letter of interest and CV including day time phone numbers as well as names and contact information of three references to: Tearfund, on email: Nairobi.recruit@tearfund.org
Note: Please indicate “Facilities & Procurement Administrator’ in the email subject header.
Only
short listed candidates will be contacted.
