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Procurement and Administrative Officer Job Opportunity Dar es salaam at Helen Keller | Deadline: August 24th , 2018
Background: Established in 1915 with Helen Keller as a founding trustee, Helen
Keller International (HKI) works to save the sight and lives of the most
vulnerable and disadvantaged. Headquartered in New York City, HKI
currently conducts programs in 21 countries in Africa and Asia as well
as in the United States. Renowned for its reliability, efficiency and
high level of technical expertise, HKI promotes the development of
sustainable, large-scale programs that deliver effective preventative
and curative services for nutrition, maternal and child health, eye
health and neglected tropical diseases. Country Overview:
Established in 1984, the HKI-Tanzania office was the organization's first in Africa set up to provide primary eye care services in central Tanzania. HKI has since expanded its role and currently works in partnership with the Ministry of Health, Community Development, Gender, Elderly and Children (MoH), local NGO’s, and other national and international development partners in the areas of nutrition and neglected tropical diseases (NTDs), particularly trachoma.
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Scope of the Position:
HKI Tanzania is seeking a Procurement and Administrative Officer to assist with general administrative and front-office tasks as well as procurement and importation of equipment and supplies for our programs.
Position Title: Procurement and Administrative Officer
Department: Operations
Duty Station: HKI Dar es Salaam Office
Reports to: Finance and Operations Manager[j1]
Direct reports: None
Duration: 21 months (through March 31, 2020)
Major Tasks and Activities:
Procurement
Ensure all procurement comply with HKI policies and procedures, ensuring correct usage of all forms
Ensuring the proper filing of all procurement documentations
Solicit quotations and bids as appropriate
Prepare services agreements for approval
Manage Watchdog Pro vetting process
Provide training to other staff on HKI procurement procedures
Manage suppliers’ contracts. Planning procurement activity on the basis of the expiry of contracts recorded on the suppliers/contracts database.[RN2]
Assist with physical inventory count is performed on an annual basis and that all equipment has an inventory number
Assist in Coordination of disposition of equipment following donor conditions and HKI policies and procedures[RN3]
Assist to ensure proper management of any HKI stocks, carrying out spot checks of stores
Procuring goods and services as per HKI procurement policies and procedures
Assist the Finance and Administrative Assistant in general filing and front-office paperwork
Assist in the importation and disbursal of medical equipment and supplies by following procedures related to obtaining of import tax exemptions, TFDA import permits, and port-of-entry document requirements; and assisting in stock management and disbursal to partners
Conduct market research and update price lists in respect of relevant equipment and services
Undertake procurement activities such as advertisements, reviewing technical specifications for goods, drafting terms of reference for consulting services, preparing bid documents, providing necessary assistance and tools for conducting evaluation processes, etc.
Develop and maintain a database of suppliers (vendors) and consultants to include their contacts, areas of expertise, relevance to project components
Finance
Assist Finance Officer on Bank Accounts reconciliations
Process participant payments and staff advances
Support the preparation of monthly management accounts
Maintain a coherent filing system to include procurement preparation and contract management, correspondence, claims, reports, inventory and Finance Filling
Assisting the Finance Manager and other members of the Finance Department as required. This may include for example: liaison with suppliers, partners and Council members in respect to invoice queries or payments
Understand the information security requirements for information accessed or processed in carrying out the duties of the role, treating the information with appropriate care and confidentiality
Support Finance team in any related finance activities if any
Undertake other procurement and finance related duties as required by the Country [RN4] Director[j5]
Qualifications:
Bachelor’s Degree / Diploma with a focus in procurement and finance or business
Strong communication skills, including interpersonal skills, as well as strong written and oral English, to fulfill the diverse technical and requirements
Computer Literate and Proficient in Microsoft Office including Microsoft Word, Excel, and Outlook; Familiarity in computerized accounting/finance systems (Oracle or QuickBooks) an advantage;[RN6]
Previous experience with international organizations, NGOs and other local development agencies an advantage
Ability to work well both independently and as part of a team
Ability to manage multiple tasks simultaneously
To Apply:
Qualified candidates should submit a cover letter and current CV to Tz.recruitment@hki.org noting the position title in the subject line. Applications will be accepted until August 24th , 2018
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