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 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.

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
• in Purchasing, Logistics or Supply Chain Management.
• Applications
• This is a nationallyrecruited position based
• in
• Nairobi, Kenya
• .The initial contract will be for one yearsubject to a probation period of three months and is renewable
• depending on performance and availability of resources.
• This
• position is graded at BG6 level, with a minimum basic salary of
• KES 168,838.00
• in a scale of BG01 to BG14 (BG14 being the highest level according to the
• Alliance job classification framework policy). We offer a competitive salary
• and excellent benefits including but not limited to insurance, retirement plan,
• staff training and development, paid time off and flexible working arrangements.
• How to Apply:
• The
• Alliance Bioversity-CIAT is committed to fair, safe, and inclusive workplaces.
• We believe that diversity powers our innovation, contributes to our excellence,
• and is critical for our mission. Recruiting and mentoring staff to create an
• inclusive organization that reflects our global character is a priority. We
• encourage applicants from all cultures, races, colors, religions, sexes,
• national or regional origins, ages, disability statuses, sexual orientations,
• marital status, and gender identities. Female candidates are strongly
• encouraged to apply.
• Applicants
• are invited to visit
• https://alliancebioversityciat.org/careers
• to
• get full details of the position and to submit their applications. Applications
• MUST include reference number
• RFP300013– Associate Operations
• as the position applied for. Cover
• letter and CV should be saved as one document using the candidate’s last name,
• first name for ease of sorting. The Alliance collects and process personal data
• in accordance with applicable data protection laws.
• Applications closing date: Friday, 22ndNovember
• 2024
• Please note that email applications will not
• be considered.
• Only short-listed candidates will be
• contacted.
• At Impactpool we do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
• Before applying, please make sure that you have read the requirements for the position and that you qualify. Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
• Summary by Impactpool
• The Operations Associate will provide timely and efficient support to the Alliance's procurement and front office administration in Nairobi, Kenya. Key responsibilities include managing procurement processes, ensuring compliance with policies, and maintaining accurate records. The role also involves contract management, tender facilitation, and office administration tasks. The ideal candidate will possess strong organizational skills, attention to detail, and the ability to work independently in a multi-cultural environment.
• Candidate Requirements:
• University degree in Procurement/Logistics/Business Administration or related field
• At least three years of relevant work experience in an international organization
• Membership to a professional body such as KISM or CIPS
• Good knowledge of government rules and regulations
• Strong proficiency in English, both written and spoken
• Experience in Purchasing, Logistics or Supply Chain Management
• Proficiency in Microsoft Office Suite, particularly Excel
• Experience with Procurement software and ERP systems
• Strong negotiation and communication skills
• Ability to work independently and as part of a team
• Fellowship
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