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.

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 documentation
• 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