Operations Assistant at ACDI/VOCA

Job Responsibilities:

• Manage administrative, operations and procurement activities in the project and ensure that these operations are in compliance with ACDI/VOCA’s Employee
• Personnel Manual (EPM), Procurement Manual, USAID rules and regulations, and applicable Kenyan law;
• Address general mail deliveries for the office, including invoices, requests for information, etc.
• Monitor office equipment and maintain supply levels. Submit supply order requests as needed;
• Act as liaison to outside vendors;
• Assist with setup for new staff members and coordinates the onboarding and orientation for the field-based employees;
• Ensure the office is cleaned and well maintained;
• Ensure efficient maintenance and security of office assets.
• Ensure efficient organization and execution of events, conferences, workshops, large general meetings
• Supervise and provide day-to-day guidance to the driver and any temporary or contract workers such as cleaners, security guards, maintenance workers, etc.
• Monitor and record time and attendance for all staff – inform the HR Manager of staff leave (annual and sick) and ensure possession of required approvals;
• Maintain organized and accurate records, including the submission of payment requests for general invoices, payments, and expense reports;
• Maintain adequate Petty Cash and liquidate the balance when replenishment is required. Perform cash counts on a daily basis and report the end day balance to Finance Manager. Enter all cash transactions in cash book on a daily basis;
• Maintain and/or prepare receipts of items purchased and provide office asset information to the Procurement Manager for entering into the electronic inventory system;

Qualifications:

• Minimum of bachelor’s degree in management or related field is required
• Minimum 2 years of related experience, preferably within the international development arena.
• Good understanding and experience with USAID policies and procedures pertaining to procurement.
• Strong oral and written communication skills is required
• Must be a problem solver and self-starter. Must exercise creativity and innovation, good communication, leadership and reporting skills.