SPECIFIC DUTIES:

More specifically, the roles and responsibilities of the Procurement and Operations Officer will be as follows:

Procurement Management;

Oversee project procurement functions to ensure value for money to the organization.

Ensure transparency and integrity in the procurement processes in line with the procurement policies and guidelines.

Consolidate and monitor procurement plans.

Ensure correct implementation of procurement policy and guidelines.

Participate in periodic review and updating of the supplier database which is able to adequately serve business needs.

Learn grants compliance policies specific to individual donors.

Prepare and share monthly reports to inform management decisions.

Provide technical support to staff on procurement and operational processes and procedures

Prepare sourcing documents in line with the procurement policy and donor regulations.

Prepare contracts, ensuring all approvals are obtained.

Keep proper and an updated filling system for all procurement documents.

Ensure contractual obligations are adhered to by all parties.

Follow up and ensure timely delivery of requested supplies and materials and keep concerned project staff informed on the status of the delivery.

Review and share the weekly procurement tracker.

Timely and accurate submission of all financial documents to the finance department by the stipulated date to

ensure Suppliers/service providers’ payments are done in a timely manner.

Operations Management;

Provide leadership and guidance to Office Assistants, Admin Coordinators, and Drivers to ensure effective administrative and logistical support.

Coordinate and manage the project offices (Nairobi, Kakamega and Musoma) on a day-to-day basis including all required administrative duties.

Oversee smooth day-to-day operations through joint planning, coordination, and collaboration with Programme and Corporate Services teams.

Maintain a clean, safe, and compliant working environment in line with occupational health and safety standards, serving as secretary to the OSH Committee and ensuring implementation of OSH requirements.

Manage outsourced service providers (e.g., cleaning, security), including scheduled performance reviews to ensure high-quality delivery of contracted services.

Ensure operational SOPs, administrative policies, and tools are regularly updated and adhered to.

• Maintain organized filing, archiving, and record-keeping systems for contracts, donor documents, programme deliverables, and office records.
• Monitor and ensure timely renewal of leases, agreements, and insurance policies.
• Maintain and update the office security tree and share relevant security updates from the field to enhance staff safety.
• Asset & Inventory Management;
• Manage and maintain a complete and accurate asset register, ensuring regular tagging, tracking, and documentation of all assets.
• Conduct quarterly and annual physical asset verification and update NAV or designated asset management systems.
• Provide technical support to staff on proper usage, handling, storage, and maintenance of programme equipment and office assets.
• Ensure timely repair, servicing, and insurance renewal of all organizational assets.
• Oversee efficient management of office consumables, inventory, and supplies.
• Ensure compliance with disposal, transfer, and write-off procedures for obsolete, damaged, or surplus assets in line with policy.
• Fleet Management;
• Oversee fleet operations, ensuring alignment with fleet policies, procedures, and operational requirements.
• Conduct technical evaluations of fleet needs and ensure efficient fleet utilization and continuous performance assessment.
• Assess drivers’ technical capacity, provide continuous safety training, and promote adherence to security and driving standards.
• Promote technology solutions such as vehicle tracking, digital logs, and automated fueling systems to enhance fleet efficiency and accountability.
• Ensure all vehicles and motorcycles have valid insurance and comply with organizational security SOPs.
• Coordinate timely fleet maintenance and repairs through reputable service providers and ensure cost monitoring with regional liaison officers.
• Manage fuel usage through controlled fuelling systems and maintain strong internal controls.
• Oversee performance of outsourced fleet-related service providers and ensure timely payments for services delivered.
• Any other duties;
• Perform other duties as may be assigned from time to time.

REQUIREMENTS

Qualifications and Knowledge;

• A Master’s degree or equivalent in a relevant discipline (e.g., finance/accountancy, project management, business management, HR and Administration);
• Excellent knowledge of Kenyan, Tanzanian and Ugandan laws and regulations;

Work Experience;

• Minimum 8 years’ experience with demonstrable evidence of supporting a busy office;
• Work experience in an International Organization, NGO or Embassy an advantage;
• Strong project administrative skills including dealing with financial reports, audits and contracts;
• Knowledge and understanding of public procurement policies and systems in East Africa.
• Experience in large-scale bilateral/multi-lateral programme procurement/supply chain management.
• Experience in the development of procurement processes, procedures and tools.
• Solid experience in programme administration including sound knowledge of financial, procurement, administrative practices, and programme reporting.
• Programme management skills with strong ability to support the monitoring of programme budgets.
• Experience in VAT exemptions procedures.
• Strong negotiation and networking skills.
• Presentational and problem-solving skills.
• Solid Computer skills, including knowledge of MS Office applications. Knowledge of procurement applications is desirable.