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.

  • Commitment
    to Alliance's mission and core values.

Requirements

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

  • Experience
    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

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.