Operations Associate

Job Description

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 secretaryto
  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.