Operations Coordinator at RefuSHE

JOB PURPOSE:

• The purpose of the Operations Coordinator role is to oversee office facilities, fixed assets, logistics, ICT, procurement processes, security, and safety for all RefuSHE premises, and their respective compliance-related aspects. The role will also ensure that RefuSHE annual and project procurement plans are executed efficiently and cost-effectively by providing logistical and other operational support to all departments in RefuSHE. The position reports to the Chief Finance & Operations Officer

KEY RESPONSIBILITIES

Facilities, fixed assets, logistics and ICT

• Oversee operations of the Nairobi physical office spaces (main campus, satellite office, and safe house) including maintenance of the training rooms, kitchens, and general workspaces.
• Manage office utilities and services including electricity, water, gas, generators, waste collection, and recycling.
• Manage internal controls and security systems to safeguard all RefuSHE’s assets.
• Ensure compliance with all facility-related regulatory requirements & renewals such as licenses, and inspections.
• In coordination with the Finance and Administration Departments, establish and maintain complete inventory, accountability, and insurance coverage for all organizational assets. This includes asset tagging and disposal.
• Manage the RefuSHE vehicle fleet, ensuring the appropriate allocation and safe use of vehicles for official staff travel, and adherence to servicing and maintenance schedules.
• Manage service level agreements for maintenance of office equipment & ICT systems, ensuring the functionality of all systems in use, including internet stability, and scheduled preventative maintenance of equipment such as printers and copiers.
• Ensure cybersecurity measures are instituted as per best industry practice.
• Review policies and processes across the organization to improve operational performance in facilities, logistics, ICT, procurement and stores, and security management.
• With the support of the Executive team, assess currently used systems & technology to ensure productivity, improve system design, plan for new systems as needed, and support their successful implementation.
• Coordinate with the US office for joint system integration and standardize processes between the US and Kenya as much as possible.

Procurement and stores management

• Ensure timely procurement and delivery of supplies to support all supplies needs of RefuSHE departments whilst ensuring value for money.
• Manage on-site and off-site storage of program and departmental supplies through the application of stores management best practices.
• Lead the process of developing and monitoring adherence to annual procurement plans.
• Chair the Procurement Committee for RefuSHE Kenya for procurement of various goods and services.
• Maintain a repository of all contracts with third parties, ensuring renewals are completed on time, any amendments are duly approved, and the filing system is updated.
• Maintain a prequalified list of suppliers and manage vendor relationships including vendor appraisals.
• Ensure the integrity of the procurement system in Kenya and escalate any potential or actual breaches to the Executive Team.

Security & Safety

• Liaise with the Executive Team to keep RefuSHE’s Security Plan up to date.
• Liaise with the contracted security company to ensure compliance with, and effective application of, security guidelines.
• Oversee the outsourced security guards and alarm system ensuring service delivery is as per contracted terms.
• Monitor security camera footage of the main campus office.
• Conduct security briefings for US staff before traveling and serve as an emergency contact person for US staff during field visits to Kenya.
• Maintain a warden system to be activated in times of crisis for both staff and program participants.
• Serve as a member of various safety/security-related committees as called upon.

Staff supervision

• Manage, mentor, and provide leadership to the Procurement Officer, ICT Officer, and Logistics staff.
• Recommend changes to the operational team composition and functioning in the Kenya Office to maximize program quality and effectiveness.

EDUCATION REQUIREMENTS

• Certified Procurement and Supply Professional (KISM License number and CIPS membership number should be indicated on the CV).
• Bachelor’s degree in business administration, logistics, supply chain management, or other relevant field.
• Master’s degree in a relevant field is desirable.

RELATED EXPERIENCE/ QUALIFICATIONS

• Prior experience of at least 5 years working in operations with strength in logistics/supply chain/ function.
• ERP systems workflow knowledge.

TECHNICAL & BEHAVIORAL SKILLS

• Comprehensive knowledge of operational processes and procedures.
• A drive and passion for continual improvement and operational excellence.
• Capacity to liaise between and understand competing demands and constraints of programs, administration, and operational teams.
• Ability to manage, coach, and provide training for staff direct reports.
• Excellent written and verbal communication in English and Kiswahili.
• Strong interpersonal, negotiation, and influencing skills.
• Excellent analytical, problem solving and organizational skills.