Operations Assistant at World University Service of Canada

JOB ROLE
WUSC is looking for a highly motivated Operations Assistant.

EMPLOYMENT OPPORTUNITY
DUTIES AND RESPONSIBILITIES
The Operations Assistant will be responsible for the following tasks to support the WUSC Kenya Country Office team and ensure smooth project implementation:

ADMINISTRATION (40%)

• Collaborate with various stakeholders to proactively resolve logistical problems and concerns, offering creative solutions
• Support the implementation of administrative services and contracts, review of invoices from service providers before submission for payment
• Support routine and periodic administrative audits to ensure well maintained offices in Nairobi and Kakuma;
• Assist in HR induction management
• Coordinate filing and archiving in the Operations department
• Support the management and coordinate meetings/workshops internally and externally
• Coordinate and manage flight and accommodation bookings
• Coordinate and manage staff movement in Nairobi and field offices
• Assist in leave and timesheet management for staff

PROCUREMENT (40%)
Support the procurement function in the following areas:

• Procure goods and services for the office and projects in accordance with WUSC’s procurement procedures and donor requirements
• Review and update the list of pre-qualified suppliers, ensuring valid contracts with all suppliers
• Review bid analysis before processing
• Review quotation and ensure value for money 
• Prepare and ensure fully signed purchase orders (LPOs) before providing them to suppliers
• Maintain procurement records in compliance with internal and statutory reporting requirement
• Regularly evaluate suppliers for timely deliveries and adherence to agreed upon terms

ASSET MANAGEMENT (20%)

• Maintain and update the asset register
• Support physically verify all assets allocated to staff and ensure correct tagging
• Support asset disposal in accordance with WUSC and/or donor requirements
• Issue assets to new staff and collect them upon staff departure

QUALIFICATIONS

• Minimum bachelor’s degree in Procurement and /or Supply Chain Management.
• A Minimum of 3yrs work experience in a position with similar responsibilities.
• Previous experience working in a fast and dynamic work environment

COMPETENCIES

• A good team player with strong interpersonal skills and ability to work independently and effectively under pressure in a multicultural setting
• Excellent knowledge of Google Suite Apps (Google sheets, Google Docs, Google slides, Gmail etc)
• Excellent oral and written communications skills in English
• Adherence to WUSC values and safeguarding policy