Operations Associate

About the position

• The Operations Associate is responsible for providing timely and efficient support to the Alliance procurement and front office administration.

Main duties and responsibilities include:

Procurement of Goods, services and works (30%)

• Assist in ensuring timely and cost-effective procurement process for Alliance Nairobi offices through the implementation of procurement best practices.
• Ensure compliance with Alliance procurement Policies; donor regulations; and local statutory requirements.
• Prepares and generates purchase orders for goods and services in the ERP System and maintains updated records of all purchase orders with support documentation.
• Conducting market research to identify potential suppliers and trends
• Follow up on supplier Invoicing and payment and effective dispute resolution.
• Support in preparation of VAT exemption application forms for submission and approval by MoFA & KRA and maintain accurate up to date records
• Manage communication with the vendors and internal stakeholders on the delivery schedules of goods and services.
• Oversee all logistical aspects of the movement of goods and services to various destinations points
• Assist in conducting due diligence of suppliers as per Alliance regulations.

Framework and contract management (15%)

• Support contract management to ensure timely delivery of goods and services.
• Draft/prepare Service Level Agreements (SLA), framework agreements, service contracts in consultation with the legal team and ensure their implementation and management.
• Ensure that all framework agreements are up to date and are processed on an annual basis while ensuring best value for money.
• Support in prequalifying suppliers, developing and maintaining an up-to-date supplier database
• conduct vendor performance management review/evaluation as per the set schedules.

 Tendering and Tender Committee facilitation (20%)

• Prepare prequalification and tender documents, receipt of bids and analysis.
• Participating in Procurement committee activities and meetings and act as its secretary to Procurement committee

Documentation, Reporting and compliance (15%)

• Preparing monthly and quarterly procurement reports to track procurement efficiency
• Prepare supplier performance reports as required.
• Ensure full compliance with both organizational and donor regulations in all procurement processes.
• Support audits and financial reporting by maintaining transparent and accurate procurement records.

Office administration (20%)

• Assist in the planning and preparation of meetings, conferences, accommodation for Alliance staff and their guests.
• Front office support- Receive and attend to Alliance calls and visitors, directing them accordingly
• Maintain an up to date and easily accessible filing system for all procurement documents.
• Attending all General inquiries from external persons and directing them to the relevant staff or department.
• Ensure that the Front Office is well maintained, neat and always clean
• Liaising with Gate Security to ensure official visitors are ushered in without delays.
• Coordinate general housekeeping of the office premises and follow up on all maintenance needs.
• Managing the Kitchen Supplies to ensure availability and timely replenishment.
• Office Management through facilitating and supervising the out-sourced office cleaners to ensure the office cleaning service is done effectively.
• Perform any other assigned duties.

Personal Attributes

• Ability to work independently and as part of a team.
• Possess excellent interpersonal and communication skills, good judgment and a high level of respect for confidentiality.
• Highly effective planning, organizational and multi-tasking skills with a positive attitude and strong administrative service orientation.
• Self-motivated team player and adept at working independently under pressure and meeting tight deadlines in diverse environments
• Proficiency in Microsoft Office Suite, particularly Excel.
• Experience with Procurement software and ERP systems.
• Strong negotiation and communication skills.
• Attention to detail and accuracy.
• Strong management, decision-making, problem solving and analytical skills
• Ability to work in a multi-cultural environment.
• Commitment to Alliance’s mission and core values.

Requirements

• University degree in Procurement/Logistics/Business Administration or related field, Masters is added advantage
• At least three (3) years of relevant work experience in an international organization
• Membership to a professional body such as KISM or CIPS
• Good knowledge of rules, regulations and procedures of government and related agencies
• Strong proficiency of the English language, both written and spoken
• Experience in Purchasing, Logistics or Supply Chain Management.

Source:https://bioversityinternational.zohorecruit.eu/recruit/PortalDetail.na?iframe=true&digest=qI3O8xGxSt3KVRTj0liQz1hub7mNqsj@bQ6GxjA9t40-&jobid=11911000011917681&widgetid=11911000000011497&embedsource=CareerSite