Tearfund Facilities / Procurement Administrator - Nairobi

Tearfund is a Christian international relief and development agency working globally to end poverty and injustice, to restore dignity and hope in some of the world’s poorest communities.

We are Christians passionate about the local church bringing justice and transforming lives – overcoming global poverty

We are operating in more than fifty countries around the world. 
Post: Facilities / Procurement Administrator
Location: Nairobi
Programme: Nairobi Support Hub
Team: East & Southern Africa
We are seeking an experienced Facilities & Procurement Administrator to provide support in ensuring adequate facilities and communication systems as well as procurement for Tearfund teams in Nairobi and operational programmes that draw support from Nairobi office.

Main Purpose of Job

The role is to support the Nairobi Support Hub Manager in ensuring adequate facilities and communication systems are maintained, and supporting procurement for the hub, and limited procurement as required by the various Tearfund teams based in Nairobi and operational programmes drawing support from the Nairobi Hub.

Under the direct supervision of the Hub Manager, responsibilities include maintaining a functioning office space, transport, communications, asset management and procurement

Line Management / Position in Organisation
    Grade B3
    Reports to Nairobi Support Hub Manager
    As part of the Nairobi Support Hub team, works closely with the Finance Officer and HR/Admin Administrator
    Liaises with and supports Tearfund teams based in Nairobi and programmes drawing support from Nairobi, and the IG Logistics staff and IT Helpdesk

Dimensions and Limits of Authority
    Authority is subject to approval by the Nairobi Support Hub Manager and/or relevant budget holder

Duties and Key Responsibilities
Corporate Policies, Management Systems and Procedures
    Contribute towards the promotion and adherence to Tearfund’s Purpose, Basis of Faith, Core Values and Operating Principles.
    Ensure internal management systems and policies are established and implemented in the Nairobi Hub

Facilities Management
    Under the direction of the Hub Manager, obtain, manage and maintain adequate office, accommodation and warehousing to ensure an effective and efficient environment for staff.
    Ensure that office utility payments and lease payments are made on time, and liaising with the Finance function to ensure proper record keeping of lease agreements, lease payment records, utility payment records and service contract as required.
    Ensure Tearfund health and safety policies and procedures are adhered to within the Nairobi Hub, and undertake health and safety briefings as required.

Communications / Information Technology
    Maintain effective telecommunication and IT systems for the Nairobi Hub (mobile, phone, email, sat phone).
    Ensure staff are trained and proficient in correct equipment usage and required communications protocols, conducting or arranging training as required.
    Arrange basic technical support and advice on IT and communications as required, drawing support from IT helpdesk and the IG Logistics.

Asset Management
    Under the direction of the Hub Manager define and obtain the office equipment required for the Nairobi Hub, ensuring the proper use and maintenance of the equipment.
    Establish and maintain an accurate, detailed and up to date fixed asset register, providing regular updates of the register to the Hub Manager.
    Ensure acquisition and disposal of fixed assets is according to the requirements of Tearfund and the relevant donor.

Transport / Fleet Management
    Responsibility for daily vehicle allocation and usage records, security, servicing (outsourced as required), refuelling, tax and insurance for vehicle fleet.
    Ensure all those authorised to drive Tearfund vehicles meet the standards and have valid, up to date licences and are medically fit to drive.
    Conduct or arrange additional training where necessary for local or expatriate staff to cope with the local driving conditions and type of vehicles.

External Relationships / Representation

    Build positive working relationships with government, suppliers and contractors in support of an effective and efficient facilities / procurement function.

    Ensure all staff in the Nairobi Hub understand Tearfund procurement procedures.
    In conjunction the HR/Admin Administrator and the Finance Officer, arrange procurement of office stationary, consumables, taxis and other specific items for the operation of the Nairobi Hub
    In consultation with the Hub Manager agree payment terms and conditions with suppliers and oversee timely processing of all invoices by the finance function
    Maintain all procurement records, including an effective filing system for documentation to enable tracking and auditing.

    On occasions as requested by operational programmes:

    Receive and record approved procurement requests, ensuring accurate specifications.
    Under the direction of the Hub Manager, identify potential sources of goods and services, meeting supplier representatives as appropriate, request and assess competitive quotations, agree prices and delivery dates acceptable to the operational programme, while updating relevant stakeholders.
    In conjunction with the operational programme arrange receipt of good and shipment, while ensuring appropriate documentation for customs clearance

    Tertiary qualification.

    Associated Technical qualification

    Proven facilities management, communication, transport and procurement at administrator level
    Experience of leading and facilitating prayer and Bible study groups.

Skills / Abilities
    Negotiation skills
    Problem solving skills
    Good English written and verbal communication skills
    Ability to learn fast
    Computer literate
    Administrative skills
    Ability to communicate confidently and comfortably about own personal faith
    Ability to lead and facilitate team prayer and Bible studies
    Ability and commitment to apply biblical principles prayerfully within all aspects of the role

Personal Qualities

    Committed Christian
    Humanitarian & Christian motivation
    Emotionally and spiritually mature
    Team player
    Understanding and sensitivity to cross cultural issues
    Commitment to accountability to beneficiaries and transparency, giving them dignity and respect, and demonstrating listening and understanding
    Flexible and adaptable to ever changing environments
    An understanding of and a commitment to Tearfund’s Mission, Values and Beliefs Statement

Contributing to an evangelical Christian church
This role requires a committed Christian and must also be committed to the outworking of Tearfund’s Missions, Values and Belief’s statement. All posts involve potential contact with children and vulnerable adults and the recruitment process will include specific checks related to child protection issues.

Closing date: 19th February 2013

Qualified candidates are invited to send their application letter of interest and CV including day time phone numbers as well as names and contact information of three references to: Tearfund, on email: Nairobi.recruit@tearfund.org

Note: Please indicate “Facilities & Procurement Administrator’ in the email subject header.
Only short listed candidates will be contacted.


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