ADMINISTRATION & PROCUREMENT OFFICER

ADMINISTRATION & PROCUREMENT OFFICER

ADMINISTRATION AND PROCUREMENT OFFICER
Date of issuance: 30th November 2018
Closing date: 7th December 2018 at 4pm
Job Grade: Management
Vacancy Ref. APO/2018
Duty station: Nairobi
Organization: The Youth Agenda
Accountable to: Chief Executive Officer
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Background
Youth Agenda (YAA) is an independent, national, non-profit, non-partisan youth led and youth
serving organization founded in 1996. Sparked by evidence exclusion of youth in spheres of life
and fuelled by a passion for the ‘total’ youth, YAA mission is to make the youth factor count by
influencing, linking and enhancing youth access to social, economic, cultural and political
opportunities.
Job Summary
Youth Agenda is looking for Procurement and Administration Officer who will be responsible for
procurement of all services and supplies for the office administration and project management.
The Procurement and Administration Officer Duties and Responsibilities will include:
Administration
• Ensure smooth running of the office, manage and monitor office facilities and assigned
support services to ensure their effective and efficient operation as well as
maintenance; ensure the safety, supplies and service of equipment;
• Control institutional resources by ensuring they are utilized in strict accordance with
the budget lines;
• Set up key meetings in the office, including board meetings, staff meetings and
meeting with partners and clients;
• Ensure that operational procedures and policies are followed and where necessary
update the systems, policies and procedures;
• In charge of coordinating, creating and maintaining an efficient filing system for YAA;
• Ensure YAA publications, and request for bids are hosted on the website and all
vacancies, secretariat and board information is updated;
• Preparing administrative reports and meeting minutes;
• Coordinating of all organization events;
• Ensure proper maintenance of all organizational fixed assets and stock inventory;
• Organizing of staff retreats and team buildings;
• Ensure proper front office management, receiving visitors, composing
correspondence, dealing with telephone and email enquiries;

• Advertising for vacant positions and conduct first level short listings of applicants and
interviews where applicable;
• Conduct induction of new employees, volunteers and interns;
• Organize and supervise the maintenance of office space;
• Health insurance plan supervision and many other benefits;
• Ensuring all service providers, consultants and employees contract are up to date;
• Supervision of YAA administrative staff, interns and volunteers;
• Any other duty that may be assigned from time to time for the overall success of YAA
Programmes;
Procurement
• Custody of all office assets, their safety, insurance, tracking movements, regular
updates of the Asset register and spot check;
• Receiving/ defining the required specifications, solicitation and receipt of
bids/quotations, preparation of bid analysis, processing of local purchase orders and
performance monitoring;
• Ensure that all office facilities & equipment are functional all the time and be in charge
of arranging any repairs, replacements & maintenance;
• Ensure procurement procedures and authorization procedures are followed;
• Manage YAA assets to make sure all inventory is in order and record stock in and out;
• Work with the Programme and technical teams to develop procurement plans for new
projects;
• Assist in all procurement process within YAA and uphold the Finance, Procurement
Policies and Processes in all tasks
Key Result Areas
• Existence of strong administrative systems
• Proper filing of documents and safe storage of information;
• Effective management of YAA information;
• Accountable and value for money procurement process;
• Satisfactory service and feedback to and from YAA visitors
• Existence of an up to date fixed asset and stock register
• Adherence to YAA procurement policy and procedures;
• Timely access to information by staff and stakeholders;
• Functional IT system and well maintained office equipment;
• Well organized, arranged and coordinated meetings;
• Clean and enjoyable YAA working environment;
• Smooth induction of new employees.
Personal Specification/Qualification:
• Candidates must have in their possession a University degree in any of the following
disciplines: Business Administration, Accounting, Economics, Communication, Sociology,
Political Science or related field;
• Postgraduate qualifications in a related field is an added advantage;
• A minimum of 3years’ experience in administration, procurement communication,
monitoring and reporting in an NGO is an added advantage;
• Experience establishing office systems and procedures;
• Demonstrated competence with Microsoft Office and accounting software experience
preferred;
• Ability to multi-task and meet deadlines required;
• Organized, proactive, committed and service minded

Ability to prioritize workload, use initiative and work independently;
• Sound analytical and problem solving skills;
• Good in English language (verbal, writing, and listening);
• Good communication and can work within a multicultural environment, including both
national and international staff members
• Strong general public relations skills;
• Experience of working in complex and politically-sensitive contexts, and excellent
political, economic and social judgement;
• Ability to work in a non-partisan manner, sensitivity to ethnic and cultural differences;
• A team player: able to demonstrate a constructive, cooperative and problem-solving
approach;
• Candidates must be below 35 years of age.
Terms of Employment
A competitive remuneration will be provided commensurate to the qualifications of the
successful candidate.
The Procurement and Administration Officer will be based in Nairobi with regular duty travels to
the counties of operations.
Applications
Applicants should send a cover letter expressing their interest and expectations from the position
and curriculum vitae with contact details of three professional referees clearly citing the vacancy
reference provided above by 7th December 2018 at 4:00pm to E-mail:
recruitment@youthagenda.org

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