Operations Associate at African Management Institute (AMI)

Job Description

The Operations Associate ensures operational excellence by managing compliance, administrative functions, policy frameworks, and company information systems. This role drives adherence to regulatory standards, enhances the organisation’s resource centre, and delivers high-quality administrative support to maintain a compliant and efficient operational structure.

Resposnsibilities

Administrative Support & Compliance

• Assist in maintaining a safe and healthy work environment by adhering to and enforcing operational standards and regulations.
• Ensure that OSHA and relevant business permit certificates for all offices are renewed on time.
• Liaise with employees and external providers to ensure all permits, statutory documents, and travel insurance for international and travelling staff are secured and up to date.
• Maintain updated organisational policies, including medical and travel policies, and act as a point of contact for external service providers.
• Monitor compliance with operational policies and procedures, flagging areas of concern to the Ops and Compliance Lead.
• Maintain an inventory of organisational assets and ensure proper allocation, maintenance, and timely replacement of equipment and supplies as needed.

Procurement Management

• Support office purchases, including supplies, IT equipment, and vendor contracts, ensuring compliance with organisational policies and cost-efficiency.
• Guide procurement processes, including reviewing, negotiating, and managing office rental, utilities, and insurance contracts.
• Ensure purchase orders and financial entries are accurately recorded and approved in relevant systems.
• Oversee procurement compliance for company-wide and programme-level initiatives, ensuring alignment with organisational and regulatory standards.

Operational Coordination

• Oversee day-to-day operations of Kenya offices, including rent, utilities, and office maintenance, ensuring seamless service delivery.
• Collaborate with country teams and general managers to provide operational support across all AMI geographies.
• Liaise with managers and staff to coordinate travel arrangements in line with organisational policies, ensuring accurate budget allocation and entity payment.

Policy & Document Management

• Maintain accurate and up-to-date operational documents, procedures, and reference materials.
• Support the Ops and Compliance Lead in managing the organisation’s resource centre, ensuring easy access to and security of key documents.
• Develop and maintain a centralised system for storing, reviewing, and sharing organisational policies and procedures.

Risk Management Support

• Assist in implementing risk management frameworks and operational policies, ensuring compliance with legal and regulatory requirements.
• Monitor operational risks and support efforts to mitigate issues proactively.

​Requirements

• Bachelor’s degree in Business Administration, Operations, or a related field.
• 4+ years of experience in operations, administrative support, or procurement roles.
• Familiarity with compliance frameworks and organisational policies.
• Proficiency with operational and financial management tools, such as NetSuite, is a plus.
• Highly organized and able to manage multiple tasks efficiently, ensuring compliance and accuracy in all processes.
• Ability to manage multiple projects simultaneously while meeting deadlines.
• Strong interpersonal skills to work effectively with internal teams and external providers.
• Proactively identifies operational bottlenecks and works to resolve them.
• Problem-Solving: Proactively identifies operational bottlenecks and works to resolve them.
• Accountability: Demonstrates a strong sense of ownership for responsibilities, ensuring follow-through and consistency.