Operations Coordinator

About RefuSHE

RefuSHE protects, nurtures, educates, and empowers young refugee women and girls in East Africa through a unique holistic model that provides protection, shelter, education, case management, counselling, childcare, vocational training, and legal support. RefuSHE’s holistic programming meets the imminent needs of unaccompanied, separated, and orphaned refugee girls, young women, and their children.

Founded in 2008, RefuSHE is a registered non-governmental organization with headquarters in Nairobi, Kenya and a 501(c)3 charitable organization with offices in Chicago, USA. It is the first and only organization dedicated to refugee girls in East Africa. Over the past fifteen years, RefuSHE has grown to become a leading institution and global thought-leader in the field of refugee protection.

JOB PURPOSE:

The purpose of the Operations Coordinator role is to oversee office facilities, fixed assets, logistics, ICT, procurement processes, security, and safety for all RefuSHE premises, and their respective compliance-related aspects. The role will also ensure that RefuSHE annual and project procurement plans are executed efficiently and cost-effectively by providing logistical and other operational support to all departments in RefuSHE. The position reports to the Chief Finance & Operations Officer

KEY RESPONSIBILITIES

Facilities, fixed assets, logistics and ICT

• Oversee operations of the Nairobi physical office spaces (main campus, satellite office, and safe house) including maintenance of the training rooms, kitchens, and general workspaces.
• Manage office utilities and services including electricity, water, gas, generators, waste collection, and recycling.
• Manage internal controls and security systems to safeguard all RefuSHE’s assets.
• Ensure compliance with all facility-related regulatory requirements & renewals such as licenses, and inspections.
• In coordination with the Finance and Administration Departments, establish and maintain complete inventory, accountability, and insurance coverage for all organizational assets. This includes asset tagging and disposal.
• Manage the RefuSHE vehicle fleet, ensuring the appropriate allocation and safe use of vehicles for official staff travel, and adherence to servicing and maintenance schedules.
• Manage service level agreements for maintenance of office equipment & ICT systems, ensuring the functionality of all systems in use, including internet stability, and scheduled preventative maintenance of equipment such as printers and copiers.
• Ensure cybersecurity measures are instituted as per best industry practice.
• Review policies and processes across the organization to improve operational performance in facilities, logistics, ICT, procurement and stores, and security management.
• With the support of the Executive team, assess currently used systems & technology to ensure productivity, improve system design, plan for new systems as needed, and support their successful implementation.
• Coordinate with the US office for joint system integration and standardize processes between the US and Kenya as much as possible.

Procurement and stores management

• Ensure timely procurement and delivery of supplies to support all supplies needs of RefuSHE departments whilst ensuring value for money.
• Manage on-site and off-site storage of program and departmental supplies through the application of stores management best practices.
• Lead the process of developing and monitoring adherence to annual procurement plans.
• Chair the Procurement Committee for RefuSHE Kenya for procurement of various goods and services.
• Maintain a repository of all contracts with third parties, ensuring renewals are completed on time, any amendments are duly approved, and the filing system is updated.
• Maintain a prequalified list of suppliers and manage vendor relationships including vendor appraisals.
• Ensure the integrity of the procurement system in Kenya and escalate any potential or actual breaches to the Executive Team.

Security & Safety

• Liaise with the Executive Team to keep RefuSHE’s Security Plan up to date.
• Liaise with the contracted security company to ensure compliance with, and effective application of, security guidelines.
• Oversee the outsourced security guards and alarm system ensuring service delivery is as per contracted terms.
• Monitor security camera footage of the main campus office.
• Conduct security briefings for US staff before traveling and serve as an emergency contact person for US staff during field visits to Kenya.
• Maintain a warden system to be activated in times of crisis for both staff and program participants.
• Serve as a member of various safety/security-related committees as called upon.

Staff supervision

• Manage, mentor, and provide leadership to the Procurement Officer, ICT Officer, and Logistics staff.
• Recommend changes to the operational team composition and functioning in the Kenya Office to maximize program quality and effectiveness.

EDUCATION REQUIREMENTS

• Certified Procurement and Supply Professional (KISM License number and CIPS membership number should be indicated on the CV).
• Bachelor’s degree in business administration, logistics, supply chain management, or other relevant field.
• Master’s degree in a relevant field is desirable.

RELATED EXPERIENCE/ QUALIFICATIONS

• Prior experience of at least 5 years working in operations with strength in logistics/supply chain/ function.
• ERP systems workflow knowledge.

TECHNICAL & BEHAVIORAL SKILLS

• Comprehensive knowledge of operational processes and procedures.
• A drive and passion for continual improvement and operational excellence.
• Capacity to liaise between and understand competing demands and constraints of programs, administration, and operational teams.
• Ability to manage, coach, and provide training for staff direct reports.
• Excellent written and verbal communication in English and Kiswahili.
• Strong interpersonal, negotiation, and influencing skills.
• Excellent analytical, problem solving and organizational skills.