Millenium Water Alliance Finance and Procurement Officer

Millenium Water Alliance Finance and Procurement Officer

Millenium Water Alliance – Kenya Program

Job Title: Finance and Procurement Officer
Supervisor: Finance Manager

Location / Duty Station: Nairobi, Kenya
Start Date: Contingent on the awarding of funding by the donor.

Position Type: Full time

Key Responsibilities and Tasks:

The incumbent will serve as a Finance and Procurement Officer for MWAK providing all Finance, administrative and logistical support including procurement services to the to the MWAK team.
She/he will be in charge of raising all supplier payment voucher including entering the payments into the system and petty cash management as well as act as the primary contact for all administration requirements involving MWAK vehicles, leases, and cleanliness.

S/he must ensure efficient procurement of goods and services including consultancy contracts, ensuring adherence to policy and procedures including donor regulations.
Responsibility 1: Finance duties

• Raising all supplier payment and ensuring that they have complete and accurate backups which include PRF, LPO, delivery notes and invoices and receipts.
• Entering into Citi Direct all payment vouchers which have been duly approved by relevant signatories for online signing
• Managing petty cash by making out ONLY payments that are fully approved by relevant signatories. Ensuring cash receipts are issued for all payment/travel advance balances paid into the MWAK and ensuring that they are banked within 2 days of receipt
• Maintain an excel petty cash and payment journal which are properly coded
• Stamping all payment vouchers “PAID” and filing them in an orderly and systematic manner
• Photocopy and scan all documents that may be required by the donors including DA1 VAT tax waiver application

Responsibility 2: Administrative and logistics duties

• Maintain the office inventory/assets and stationery records and ensure that they are secure and properly used as per Donor policy.
• Coordinate all logistics for field trips, external travel, working conferences, technical working group meetings and program management team meetings
• Implement vehicle management policies and procedures like vehicle insurance, licensing, disbursement of fuel cards as per MWAK policy
• Prepare all the vehicles fuel efficiency reports.
• Maintain proper records of office lease agreements and manage all utility, maintenance, security and repair issues.

Responsibility 3: Procurement

• Co-coordinating the Pre-qualification of suppliers and develop the Approved Vendor List for MWAK annually.
• Prepare and review procurement status reports to ensure goods and services are procurement and delivered to the users are as per agreed dates and specifications
• Developing and maintaining supplier relationship and performance management
• Reviewing and maintaining supplier’s master data for MWAK
• Conduct market research via internet, publications and networks to keep abreast of market developments, specifications, Statistical data, market reports, prices and availability of goods and services.
• Developing and implementing procurement plans.
• With support from Tender Committee, prepare tenders and issue tenders based on procurement plans and adhering to MWAK policy on issuance of tenders.
• Managing Contract formulation and administrations including the negotiation with vendors.

Responsibility 4: Human Resource Management

• Supervising, coaching and mentoring of other officers under the department
• Developing and implementing personnel competency framework for the administration staff.
• Maintain contract renewal schedules, performance appraisal schedules and leave schedules for all staff.
• Working Conditions:
• Ability to work under pressure to meet deadlines.

Qualifications:

Education:

• Degree in Business Administration, Accounting and/or CPA training.
• Training in purchasing and Supplies will be an added advantage
• Experience:
• At least 3 years’ progressive experience in Finance, administration and procurement and programme support in an NGO set up.
• Must be conversant with USAID (and other donors) procurement rules and regulations.
• Competencies:
• Strong leadership qualities, partnerships skills and experience working with multiple actors
• Excellent inter-personal and strong written and oral communication skills
• Person of high moral character, professional integrity and Management capability

How to Apply

Applicants should forward a cover letter, CV in reverse chronological format, and a list of at least 3 professional references (name, contact information, and statement of relationship to the reference) to mwa.kenya.jobs@gmail.com.
Please make sure to add the “job title” in the subject line of your email.Disclaimer: This job description is not an exhaustive list of the skills, effort, duties, and responsibilities associated with the position.
The Millennium Water Alliance offers sustainable solutions through advocacy, shared knowledge, and collaborative programming.
Our vision mirrors our belief that no one should die or suffer chronic illness as the result of a water-related disease.
With nine implementing NGO members, the Alliance demonstrates commitment to water and sanitation programs that embody the values of transparency, accountability, efficiency, and sensitivity in all their work.

We encourage applications from women and underrepresented ethnic, racial and cultural groups.
EOE/M/F/D/V