Associate Procurement and Administration Officer

Title: Associate Procurement and Administration Officer  

Department: Procurement  

Location:  Arusha  

Reports To: Senior Finance and Administration Manager    

Classification: Full-time

How will you fight for an AIDS-free generation?

Associate Procurement &Administration Officer is responsible for acquisition, coordination, facilitation of goods, services, logistics and assist in the administration of the front office, reporting, invoice management and purchase requests processing under supervision and guidance from the Procurement Manager.

No two days are alike at EGPAF, but what can you expect in this role?

1.1  Procurement

•     Coordinate Procurement of office goods and services for the Arusha, Kilimanjaro and Manyara sub offices.
•     To process purchase requests in accordance to the Foundations procurement policy under the guidance of the Procurement Manager.
•     To ensure coordination of invoices management process to Finance department by updating the invoice tracker, maintain and update its dispatch book and maintain the Procurement copies in files sequentially.
•     Ensure that all procurement is done using the agreed terms & conditions and is done in transparency way with high integrity.
•     Ensuring that accurate and detailed specifications are submitted in writing prior to initiation of purchasing and coordinates the efficient pickup and delivery of purchases
•      Maximize the best value for money for Foundation procurement activities and in line with the policies and procedures
•     Establishing and developing professional working relationships with service providers and vendors based on transparency and honesty, evaluation and monitoring of vendor performance.
•      Preparing weekly and monthly procurement reports for management review.

1.2  Reception

• Ensure that all visitors are correctly referred and attended to and that at all times there is someone at the reception.
• Answer/redirect telephone calls, taking messages, receive/assist visitors
• Maintain reception information/literature and general mail service.
• Keep the reception area tidy and welcoming during office hours
• Maintain the notice board at the reception and update the information on notice board as needed

1.3  Mail & invoice Administration

• Liaise with the Driver in charge of the mailing function and assist in the administration of the weekly courier. Receive and distribute mail accordingly.
• Ensure all utility bills are received on time and payment processed on time;
• Assist various departments to send out parcels and documents and follow up on receiving the same from different couriers recommended by the office.

1.4  Secretarial Duties

• Prepare daily staff attendance record and send to Dar Office and Admin Manager on monthly basis.
• Update staff extension  list and distribute to staff on monthly basis
• Carry out other secretarial duties as assigned by the Senior Finance and Admin. Manager.

1.5  Office Equipment

•         Assists to oversee the use and maintenance of the office equipment including the photocopier, fax, binding machine to ensure that they are in working order and arrange with Dar Office and Administrative Manager for their repair and maintenance.

1.5 Stores and cleanliness of the building

•         Maintain EGPAF stores and ensure that all materials in the stores are well sorted out and arranged at all times.
•         Conduct store inventory and prepare monthly stationery order.
•         Ensuring that the building is clean and organized at all times.
•         Liaise with various key staff to ensure that the materials brought to the store are distributed accordingly.

1.6  Other duties

•         Provide administrative support to other departments in the operations as requested
ajira
•      Have in depth capacity to interpret policies, procedures rules and regulations and assist staff with their comprehension of these
•       Review and ensure compliance with all local legal requirements including registration, taxes and local labour laws.
•     Identify potential areas of compliance exposure/vulnerability and assist in the development of corrective action plans for the resolution of problematic issues.

To be successful, you will have:

•         Bachelor’s Degree or Advanced Diploma in Procurement and Supply Management or related Field
•         Registration with Procurement and Supplies Professionals and Technicians Board (PSPTB) at minimum graduate level
•         3+ years of experience as a procurement and admin officer or in a similar position
•         Report and Records Management Skills
•         Integrity
•         Strong communication and negotiation skills
•         Ability to multitask, prioritize, and manage time efficiently
•         Accurate attention to detail
•         Goal-oriented, organized team player
•         Strong Computer Skills

Bonus points if you have:

•         Friendly disposition
•         Fluent reading, writing, and speaking in both Kiswahili and English
•         Previous experience in working with international NGOs is an added advantage

Elizabeth Glaser Pediatric AIDS Foundation (EGPAF) is on a mission to create a world where no mother, child, or family is devastated by HIV and AIDS, and we are making an impact.   We are a proven leader in the global fight to end HIV and AIDS, and an advocate for every child to live a full and healthy life into adulthood. For more than 30 years, EGPAF has been a leader in meeting urgent needs in pediatric HIV and AIDS in the world’s most affected regions. We carry out our values of passion, innovation, teamwork, leadership, integrity, excellence and equity every day, while maximizing our impact in the communities we serve .  Join us on our fight for an AIDS-free generation!

The Elizabeth Glaser Pediatric AIDS Foundation (EGPAF) began supporting HIV and AIDS programming in Tanzania in 2003 and established a country office in 2004. Ever since, in close collaboration and partnership with the Ministry of Health Community Development, Gender, Elderly and Children and Presidents Office Regional Administration and Local Government, EGPAF expanded scope to supporting quality comprehensive and integrated HIV, GBV, TB and Family planning services in the supported regions. Recently, EGPAF in collaboration with consortium partners Amref Health Tanzania, Engender Health, D-tree International and Matchboxology won the U.S. Agency for International Development

(USAID)/Tanzania Afya Yangu Northern is designed around client – centred approaches to address gaps in HIV, TB and Family Planning (FP) service delivery, while continuously building and transferring the capacity of local stakeholders for sustainable and country- led ownership. USAID Afya Yangu Northern will focus on intensely on direct service delivery across all regions in early project years, ensuring that gaps to epidemic control are identified, and tailored solutions are designed to meet the needs of vulnerable populations

As a global, multinational and multicultural organization, EGPAF believes that diversity in the workplace enriches our work and enhances our impact and effectiveness. We believe that employees have the right to work in a climate of mutual respect and integrity that promotes dignity and respect for all, and that enables them to reach their full potential. The Foundation is committed to advancing diversity, equity, inclusion, and belonging (DEI&B).

EGPAF is an equal opportunity employer and affords equal opportunity to all employees and applicants for employment regardless of race/ethnicity, color, religion, sex, national origin, age, disability or genetics. In addition to country law requirements, EGPAF complies with US laws governing nondiscrimination in employment in every location in which the Foundation has facilities.

The Foundation does not charge any fees at any stage of the recruitment process. If you are asked to pay a fee at any stage of recruitment, please contact  fraud@pedaids.org

HOW TO APPLY

EGPAF is an equal opportunities employer and the position is open to all. Qualified candidates should submit a CV, cover letter and relevant certificates explaining how the experience detailed in the CV will contribute to the requirements of the position and references to EGPAF.