Administration Assistant Officer

Job Title:

Driver, Front Desk.

1. Implementation of policies and standard operating guidelines

Lead the implementation of policies and standard operating guidelines for procurement.

• Leads the implementation of policies and standard operating guidelines for general administration, (transport, travel and administrative logistical support to staff/visitors).
• Takes lead in the development and implementation of procurement policies and procedures consistent with the need of AAU.
• Develops and maintains records of stores and asset management (including Delivery Notes and Goods Received Notes).
• Writes periodic reports in regard to the performance of the procurement plan as per the set performance targets

2. Procurement plans

Develop and implement annual procurement plans in line with AAU’s and PPDA’s standards.

• Coordinates the implementation of contracts/procurement procedures; participate in bid openings, technical cost and cost evaluations; perform due diligence for awarded procurements
• Reviews and categorizes user procurement needs, solicit and analyses quotations from suppliers, document and recommend the best provider for management action.
• Monitors progress of contracts/agreements execution as per the agreed terms.
• Prepares and analyses tender documents in case of purchase by tender, recommend and act on awards to winners by preparing LPOs and having them approved.
• Inspects the goods delivered and confirms that they conform to the required specifications and recommend for payment to suppliers.
• Schedules and participates in minute taking of procurement meetings in line with the AAU Procurement policy.
• Tracks the status of procurements, produces and circulates Procurement Status reports as per approved annual procurement plans
• Maintains the overall integrity of the procurement filling system and processes
• Travels to LRPs/field offices and project sites where necessary to monitor the delivery of procured goods to guarantee and inspect quality of goods acquired.

3. Security of assets

Coordinate and ensure adequate security of people and Organization assets in line with Organizational policies.

• Monitors the security environment of the Organization to address risks to assets and enforces compliance to policy
• Reviews the assets register to note down the assets in place, check record, engrave and carry out regular assets checks as per AAU policies
• Periodically carries out assets audit to review the reliability and integrity of assets management information and make appropriate recommendations to management on how to curb the gabs
• Tracks the usage of AAU assets and make recommendations to management regarding the replacements/replenishment and disposal in line with policies

4. Maintenance of premises

Coordinate the maintenance of AAU premises in line with the AAU Policies. 

• Maintains, keeps track of, and updates records and payment schedules/remittances of AAU premises including landlords’ contracts, and their full addresses
• Monitors the status of service providers’ contracts and ensure timely payments/settlements 
• Coordinates the maintenance of AAU office furniture, other facilities and utilities

5. Implementation of policies and standard operating guidelines 

Lead the implementation of policies and standard operating guidelines for procurement.

• Leads the implementation of policies and standard operating guidelines for general administration, (transport, travel and administrative logistical support to staff/visitors).
• Takes lead in the development and implementation of procurement policies and procedures consistent with the need of AAU. 
• Periodically prepares and circulates vehicle usage plans in accordance with planned visits/ transport requirements. 
• Follows up the maintenance of fleet and maintain an updated schedule of vehicle maintenance records, comprehensive insurance renewal dates. 
• Writes periodic reports regarding the performance of the unit as per the set performance targets
• Maintains an up-to-date status reports on all AAU vehicles including running costs, staff use etc.

6. Fleet management

Maintenance of AAU’s vehicle

• Periodically prepares and circulates vehicle usage plans in accordance with planned visits/ transport requirements. 
• Follows up the maintenance of fleet and maintain an updated schedule of vehicle maintenance records, comprehensive insurance renewal dates. 
• Maintains an up-to-date status reports on all AAU vehicles including running costs, staff use etc.

7. Keeping stores records

Plan, Issue out items and maintain levels of stores, arrangement, monitor and keep up-to-date stores records

• Verifies the stock balances and initiates the order process, fill a procurement request form, forward for approval as required
• Verify, receive and record stock
• Updates and maintain all stock records according to policy guidelines
• Carries out stock taking, arranges and carry out general cleaning
• Reviews and recommends write off/disposal

• A bachelor’s degree in commerce, Procurement & logistics, Business Administration – major in procurement or a relevant course from a recognized university. 
• A postgraduate qualification in Procurement, Business Administration, or related field. 
• Training in Procurement and Logistics Management, CIPS, is an added advantage.

• At least three years of relevant work experience in a reputable and busy organisation preferably INGOs.

   

• Planning and organising skills
• Interpersonal and communication skills 
• Assets management skills 
• Task oriented and ability to work independently 
• Preparation and issuance of tenders
• Ability to deal with suppliers
• Ability to establish critical working relationships
• Ability to promote and safeguard AAU policies