1. Procurement and Vendor Management

• Procurement Coordination.
  

o Coordinate procurement processes for Eastern and Southern Africa (ESA), ensuring compliance with organizational policies and guidelines.

o Raise ESA CAPEX requisitions and ensure timely follow-up with procurement teams.

• Vendor Management.
  

o Evaluate vendor performance to ensure quality and cost-effectiveness.

o Upload vendor performance reports for access by the team.

• Germplasm Movement.
  

o Process SMTAs (Standard Material Transfer Agreements) for germplasm movement, ensuring adherence to legal and procedural requirements.

o Maintain an updated database of germplasm movement records.

o Manage the processing of KeMHPIS documents, oversee DHL shipments and logistics clearance, and coordinate with procurement to ensure seamless execution.

2. Grants and Financial Management

• Subgrant Management.
  

o Draft and upload subgrant agreements on SGM and ICERTIS platforms.

o Maintain an updated Subgrants Tracker.

o Upload partner documents for payments.

o Notify partners of payments and track confirmation of receipt.

• Donations Management.
  

o Coordinate donations, ensuring proper documentation and alignment with applicable project goals.

• Asset Management.
  

o Maintain the DCP ESA assets register, ensuring accurate records of storage, maintenance, and usage.

o Coordinate periodic audits to ensure accountability.

3. Knowledge Management

• On-line information repositories.
  

o Lead and manage the upload of critical project information on platforms such as Teamwork and PMP.

o Support the program Manager to develop and oversee a detailed calendar of critical project milestones and necessary follow-ups.

4. Program and Team Support

• Provide clerical support to the ADCIN Steering Committee, including documentation, meeting organization, and communication follow-ups.
  
• Maintain an organized repository of ADCIN documentation for easy access.
  
• Support DCP scientists:
  

o Raising purchase requisitions (PRs).

o Organizing internal team meetings.

o Processing non-HSBC (credit card) expenses.

o Ensuring timely documentation and follow-up on action points from meetings.

• Teamwork: contribute to DCP’s Admin Team success by learning new tasks, rotating responsibilities, covering for each other during leaves, etc.
  

5. Documentation and Knowledge Management

• Post and maintain breeding team, Subgrants, Procurement, ADCIN, Donations, Assets, SMTAs, and other documentation on DCP Teams to ensure accessibility and proper knowledge management.
  
• Implement a structured folder system to enhance document retrieval efficiency.