Procurement and Administrative Assistant

Purpose of the position:

The Procurement and Administrative Assistant will provide overall management of project Logistical needs including but not limited to the processes of Procurement (local and international), Transport of Procured Goods, and oversight of Asset Management and Inventory control. The Procurement and Administrative Assistant will ensure compliance with RTI logistical and procurement SOPs.

Essential Responsibilities:

Procurement

• Serve as a Procurement Officer for the project, assuring all sub-contracts, consultant and other service contracts, and purchase orders awarded by the project are in compliance with RTI Procurement Policy for international offices and USAID rules and regulations.
• Identify vendors for office lease, utilities, furniture, equipment, programmatic supplies and other necessary office services in accordance with RTI procurement procedures and in consultation with RTI’s regional and head offices.
• Receive, review and process incoming requests ensuring sufficient clarity on specifications given for goods and services. Confirm any other relevant information from requestors and seek recommendation from regional or head office IT support team members for related IT goods.
• Coordinate and ensure that all project related purchases are reviewed and approved in accordance with the purchase authorization matrix. 
• Maintain records of all transactions, ensuring that an efficient filing system for records of all quotations, procurement process, copies of records of expenditure, receiving reports, receipts, local order forms, etc. are kept accountable and easily accessible by managers.
• Coordinate and monitor the delivery of ordered goods/services and ensure through established procedures that all received goods/services are in accordance with the terms and specifications of the Pnafasi za kaziurchase Orders/Service Agreements. Furthermore ensure quality and opportune delivery of purchased goods/services.

Administrative

• Oversee payment preparation and documentation and liaise closely with the finance team concerning payment of purchased and delivered goods and services.
• Assist with processing and maintenance of encumbrances (Fee for Service Contracts, Lease Agreements, Rental Agreements, etc).
• Coordinate logistics planning and administration for travel, accommodation, and per diem for in-country conferences, meetings, and study tours.
• Support in-country project meetings, workshops and surveys. This may include booking rooms, coordinating schedules, issuing and tracking meeting invitations, preparing meeting agendas and supporting materials, and preparing meeting notes, as well as dispersing funds in the field.