Operations Specialist

JOB DESCRIPTION

Primary Functions & Responsibilities:

Procurement

• Facilitates procurement processes for projects as assigned and following set procurement policy and procedures. Initiates and facilitates shared office and programme procurements.
• Coordinate vendor acquisition, vendor database management and the creation of vendor card in line with the policy.
• Prepare requests for quotes/proposals and negotiate purchase terms and conditions.
• Prepare and issue purchase orders and agreements.
• Monitor supplier performance and resolve issues and concerns.
• Support the Operations Manager to work with and guide project staff on procurement processes and purchases.
• Work with the Operations Manager to Inspect and evaluate the quality of purchased items and resolve shortcomings.
• With the Operations Manager, analyze industry and demand trends while supporting senior management with the development and implementation of sourcing strategies.
• Work with the operations manager to stir managers of the organization towards adherence to policies and procedures so as to achieve supply goals in a timely manner.
• Support the Operations Manager in providing innovative approaches for conducting frequent procurement policy and procedure training and updates to the country staff as required.
• Work closely with the other Operations Specialists and align with policies and procedures.

Asset and Inventory Management

• Ensure management of asset register of the office, and regular update of the asset register to ensure compliance with donor rules and insurance coverage.
• Supervise the Management of office supplies and inventory ensuring regular update and physical count.
• Track and ensure the renewal of project vehicles documents including annual comprehensive insurance.

Security and Safety

• Assist the Operations Manager with Country Safety and Security Focal points in coordinating the country safety and security tasks.
• Support the preparation and drafting of any operations-related official correspondence.

Travel

• Facilitating an agreed set of international and domestic travel requests for employees.
• Monitor and report through the Operations Manager vehicle routes and speed limit application.

General Operations-Second Level Supervision

• Provide supervision to junior-level operations team support staff such as drivers, cleaner, and operations assistant to inform management decisions through the operations lead. Guide them to regularly comply with operational standards.
• Guide the project Administrator to coordinate meetings, prepare and disseminate meeting agendas and briefing notes.
• Supervise document filing and develop improved office administrative procedures.
• Draft correspondence including reports, processes and other administrative documents.
• Oversee the daily purchases and supervise the management of office petty cash.

Basic Qualifications:

• Bachelor’s degree in Business administration, Supply chain and Logistics management or other relevant social sciences-related fields.
• Possession of a procurement certification is an added advantage.
• At least 3 years of work experience in office administration, logistics and procurement, organizing travels and other operational support responsibilities preferably with an international NGO or multinational organization. Alternatively, a Master’s degree with at least 1 years’ of experience.

Preferred  Qualification

• Experience with a non-profit INGO organization is an added advantage in handling procurement responsibilities.

Knowledge, Skills and Abilities:

• High professional work ethic and integrity.
• Ability to reason objectively, clear strong and strategic communication skills.
• Good interpersonal and public relations skills.
• Strong operational, analytical and supervision skills.
• Ability to meet demands of competing priorities with minimal supervision.
• Ability to work both as a team lead and a team member.
• Effective oral and written communication skills, and ability to work independently on multiple tasks simultaneously. 
• Strong interpersonal, organizational, and communication skills.
• Experience with relevant software packages, including Microsoft Office Suite and Google Workspace. 

Required Languages: Proficiency in written and spoken English

Travel: Ability to travel on occasion

Supervisory Responsibilities – Direct Supervision to daily office operations team (Drivers, Cleaner, Operations Intern).