Role Description:

The Operations Officer provides hands-on operational support focusing on the execution and administration of operations including logistics, procurement, contracting, and asset management. The Officer ensures that all transactions are delivered timely, compliant, well-documented, and audit-ready, while applying a facilitative and capacity-supportive approach

Key Responsibilities

1. Logistics Management:

Coordinate and manage logistics across projects in collaboration with project teams.
Develop and implement logistics strategies to optimize efficiency and reduce costs.
Maintain accurate records of all logistics activities.
Liaise with vendors, suppliers, and service providers to ensure timely and accurate delivery of goods and services.
Monitor and evaluate the performance of logistics service providers and make recommendations for improvements.
2. Operational Procurement Support

Support day-to-day procurement actions;
Process approved purchase requisitions and coordinate competitive procurement processes (RFQs/RFPs) for goods and services.
Prepare bid analysis summaries and comparative evaluations for review and decision-making purposes
Maintain and update pre-qualified supplier lists for frequently procured goods and services.
3. Contract & Grant Administration Support

Draft standard contracts, purchase orders, and service agreements using approved templates and guidance.
Support the administration of grant agreements and partner contracts by maintaining accurate records and tracking key dates, deliverables and payments;
Maintain a contract and grant tracking system to monitor contract status, expiry dates, renewals, and payment milestones.
Liaise with vendors, consultants, and partners to support timely delivery of goods, services, and required documentation.
4. Compliance, Documentation & Audit Readiness

Ensure all procurement and contracting files are complete and audit-ready, including approvals, quotations, evaluations, contracts, and delivery records.
Verify that vendors and service providers complete required vetting and due diligence processes prior to engagement.
Support the Senior Officer in preparing documentation for internal and external audits, reviews, and spot checks.
Collaborate closely with the finance unit to ensure compliance.
5. Delivery, Verification & Coordination

Verify delivery of goods and services against purchase orders and contract specifications, confirming quality, quantity, and compliance.
Coordinate with Finance and relevant teams to support asset handover, inventory recording, and payment processing.
Flag delivery, performance, or documentation issues to the Senior Officer for resolution.
6. Systems, Reporting & Coordination

Maintain accurate procurement, contract, and grant records within designated systems and filing structures.
Prepare routine status updates on pending requisitions, active contracts, and documentation gaps.
Support coordination with programme teams by providing clear updates on procurement and contracting timelines.
Required Competencies

Operational logistics and Procurement Skills: Practical understanding of logistics, procurement and contract administration processes.
Attention to Detail: High accuracy in documentation, record-keeping, and compliance checks.
Integrity & Accountability: Strong commitment to ethical practice, transparency, and responsible use of donor funds.
Communication & Facilitation: Ability to communicate clearly with internal and external stakeholders

Qualifications & Experience

Bachelor’s degree in Business Administration, Operations, Procurement, Supply Chain Management, or a related field.
Minimum of 3-5 years’ experience in operations, procurement, contracting, grants administration, or operational support roles.
Experience working with community-based organizations, RLOs, or donor-funded projects is an asset.
Proficiency in ERP or procurement management systems and strong working knowledge of Microsoft Excel.
Other requirements:

The headquarters of this initiative is located in Nairobi, Kenya;

Please send your resume/CV