Office and Procurement Associate

Role Overview

This position keeps a GiveDirectly field office running end to end — handling the day-to-day administrative rhythm, running procurement from planning through contract signature, and safeguarding the organisation's stores, inventory and assets. The person in this seat is also the office's security focal point, which means they are the first line of defence for staff safety and the go-to source for incident reporting. The work matters because programme teams can only deliver cash transfers on schedule when supplies arrive on time, vendors are paid without delay, records survive audit scrutiny, and people feel safe coming to work.

Key Responsibilities

• Office administration and facilities: keep routine administrative work moving and hold staff to the organisation's administrative procedures; ensure office equipment and facilities stay functional and well maintained; arrange office events; and coordinate travel and accommodation bookings for staff and partners.
• Cash, payments and budget support: receive and process field cash requests, review staff accountability returns, verify payment requests from staff, partners and suppliers and chase the Finance department on their settlement; run petty cash reconciliations and monthly cash counts and maintain the cashbook in line with the organisation's accounting policy; contribute to departmental budgets and cash projections; and track expenditure against the office management budget.
• Procurement planning and execution: coordinate procurement planning alongside the relevant programme budget holders, analyse requirements and select the procurement method appropriate to the value involved, prepare submission packs for review and approval, draft and negotiate contracts and addenda, and maintain vendor correspondence and minutes of procurement committee proceedings.
• Vendor and contract management: run pre-qualification exercises that produce the organisation's approved supplier lists, carry out market assessments, vendor mapping and profiling, and keep a live supplier database for commonly purchased items; monitor vendor performance; and maintain a schedule of payments and contract due dates, working with Finance so vendor invoices are settled well inside the 90-day window.
• Stores, inventory and asset management: apply the organisation's asset management manual across all offices, oversee asset movement and keep stores and asset registers tagged, allocated and up to date, ensure goods movements are documented and reconciled, issue monthly stock count certificates for approval, and record lost, damaged, sold or stolen assets with approved disposal forms and supporting evidence, including quarterly verification and disposal of obsolete equipment.
• Security focal point duties: act as the security lead for the field office, review and implement security policies suited to the local context, confirm outsourced guards are deployed across all offices, train those guards on the organisation's security standard operating procedures, and submit regular reports on incidents and emerging concerns to your supervisor.
• Records, controls and audit readiness: file documents into reference files on the shared drive according to the organisation's filing rules, support internal and external control reviews and audits, and assist in reviewing supplier contracts and identifying where risk can be reduced or processes improved.
• Staff enablement and lifecycle support: brief and train colleagues on procurement, logistics and administrative policy, support the receiving and dispatch of goods and services while keeping costs down, and assist with onboarding new hires and offboarding staff whose contracts have ended.

Requirements & Qualifications

• Bachelor's degree in Procurement and Supply Chain Management, Business Administration, or a related and equivalent field.
• At least three years' experience in administrative and procurement management within the NGO sector.
• Working competence with standard IT tools and applications, including MS Office and Google Workspace.
• Ability to work effectively with both international and national colleagues, and to adjust calmly to unanticipated circumstances.
• Exceptional emotional intelligence, with a proven track record of working across cultures and across functions.
• Strong organisational skills and close attention to detail, paired with the communication skills needed to navigate complex interpersonal and office management situations.
• A strong ownership mindset and the ability to work in a self-directed way, including comfort operating in a culture of direct, candid feedback.
• Excellent written and spoken English and a high level of service orientation.
• Willingness to build new skills as the tasks at hand require, to be based at or travel to field locations within Kenya, and to ensure that staff and visitors follow office entry procedures.