Senior Secretary & Procurement Officer at Mount Kenya University April, 2020

Mount Kenya University (MKU) is a fully fledged chartered university committed to a broad-based, wholistic and inclusive system of education. It has an overall goal of promoting human resource development for society’s progressive good. The university has adopted several international best practices in its core functions, which has enabled its students and faculty win awards, thus stamping its authority as a centre of excellence. At its main campus in Thika town in the outskirts of Kenya’s capital Nairobi, the university is transforming a hitherto industrial town into an educational hub. At the same time, it is widening access to higher education for the larger East African Community through a well-structured network of campuses. The university also offers a wide-range of academic and professional courses, through various flexible modes that include virtual learning,evening classes , weekend classes and School based. The award-winning university library and the imposing Chancellors Tower at Thika Main Campus make the university unique. The university’s distinct blue and light yellow corporate colours are a byword for academic excellence to many students and potential employees looking for an increasingly competitive, well-trained manpower. An empowered division of student welfare services continuously re-engineers and positions itself to unlock any emerging talents among the students through diversified programmes and career orientations, research, international linkages and talent searches. Those who choose Mount Kenya University get access to a wide-range of courses that form a springboard to a sea of opportunities. We seek to promote a record of achievement and success in academic excellence and job prospects. To enable our students realise their lifetime agenda, we have invested heavily in facilities and staff. Mount Kenya University is on the forefront in using Information and Communications Technology to support learning and teaching. We have blended the use of e-learning with traditional learning and teaching values to give our students a flexible and dynamic learning experience. Put together, these factors have etched Mount Kenya University’s position as the leader in quality higher education provision in the region. Indeed, to borrow the tagline coined by an alumnus – “My University, My pride, My future”- the university continues to help thousands of ambitious, discerning people to scale the heights of education. Mount Kenya University is ISO 9001:2008 Certified and also a member of Inter-University Council for East Africa and Association of Common Wealth Universities

1. Senior Secretary

Responsibilities

The summary duties include but shall not be limited to;

  • Prepares and books all meetings for the Human Resource Director
  • Operates and manages Office Float for the Directorate of Human Resource.
  • Orders and controls office stationery for the Human Resource Director.
  • Manages, administers and coordinates all in-coming and out-going mails/correspondence.
    • Books appointments/updates and maintains the Diary for the Human Resource Director.
    • Public relations/Front desk operation for the Directorate of Human Resource.
    • Filling/retrieval and maintaining of all official records for the Directorate.
    • Serve as Secretary to some meetings.
    • Access and utilize online information.
    • Any other duties that may be assigned/directed by the Human Resource Director.

Qualifications

  • Bachelor’s Degree in a relevant area of specialization.
  • Three (3) years’ experience as a Secretary.

      Or

  • Higher Diploma in Secretarial Studies from KNEC or recognized institution or examining body.
  • A minimum of 5 years’ experience as a Secretary.
  • Must be highly proficient with multiple Microsoft office systems and other related software.
  • Should be an excellent communicator, a good listener and dedicated to detail.
  • Have a wide exposure, broad knowledge and up to date with current University affairs.
  • Be able to work perfectly under strict deadlines and pressure.
  • Be able to take up emergency assignments and perform them effectively.
  • Uphold sound work ethics and be highly disciplined.
  • Possessing tenacious attitude, friendly, honest, trustworthy, respectful and flexible.
  • Able to work with minimal supervision, independently or as part of a team.

Interested applicants are requested to submit soft copies of the application letteracademic and professional qualifications and curriculum vitae to the Human Resource Director on or before Friday, 3rd April 2020, through the email address [email protected]

2. Procurement Officer

Responsibilities

They include but are not limited to;

  • Collaborating with Mount Kenya University’s, vendors, and technical experts in preparing specifications for Quotations, Tenders, Proposals and Supply Agreements in a clear and concise manner.
  • Coordinating the preparation of the procurement documents, utilizing sound sustainable procurement practices, while adhering to the University’s policies and government legislation prior to issuing the tender.
  • Scheduling, organizing and facilitating meetings related to Quotations, Tenders and Proposals.
  • Issuing and obtaining Quotations, Tenders and Proposals as required.
  • Attending and presiding over opening of Tenders, Proposals and Quotations.
  • Conducting an in-depth analysis of all bids received in response to each Tender, Proposal and Quotation to identify the response that best meets the needs of the user department and is consistent with the terms and conditions of Mount Kenya University’s procurement policy.
  • Providing supplier debriefing sessions when requested, with unsuccessful respondents.
  • Using judgment, diplomacy and confidentiality with respect to the complete procurement process, ensuring integrity of the respondents bid information.
  • Involvement in preparation of contracts and tender awards that may be confidential or have sensitive information related to property or personnel, or legal implications.
  • Conferring with suppliers regarding delivery, quality and ensuring that the requirements are met.
  • Contributing to the development and formulation of purchasing procedures and practices as required.
  • Assisting in the physical inventory process, as required.
  • Investigating qualitative and quantitative discrepancies between goods ordered and goods received.
  • Preparing and accurate processing of purchase requisition and purchase orders
  • Accurate processing goods receipts.
  • Generating monthly procurement reports and identifying unusual items and report accordingly.
  • Assisting departments in preparing budgets prior to procuring goods and services.
  • Performing any other related duties as may be assigned by the Director, Institutional Planning and Administration.

Qualifications

  • A Bachelor’s degree in Purchasing and Supplies or its equivalent.
  • Must have at least 3 years’ experience as a Procurement Assistant in MKU or at a comparable position.
  • Must have a Professional qualification in Purchasing and Supplies Management.
  • Must be Computer Literate.

      OR

  • Must possess Post Graduate Diploma in Purchasing and Supplies Management or related area.
  • A minimum of 5 years’ experience in MKU as a Procurement Assistant or at a comparable position.
  • Must be registered with a relevant professional body.
  • Must be computer literate.
  • Should be an excellent communicator, a good listener and attentive to detail.
  • Be able to work perfectly under strict deadlines and pressure.
  • Be able to take up emergency assignments and perform them effectively.
  • Uphold sound work ethics and be highly disciplined.
  • Possess tenacious attitude, friendly, honest, trustworthy, respectful and flexible.
  • Able to work with minimal supervision, independently or as part of a team.

Interested applicants are requested to submit soft copies of the application letteracademic and professional qualifications and curriculum vitae to the Human Resource Director on or before Friday, 3rd April 2020, through the email address [email protected]

Only candidates can apply for this job.

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