Operations Officer at Educate!

Position Overview

Educate! is seeking an Operations Officer to support our Kenya office. We are looking for someone who will be responsible for the smooth running of the operations work and building a strong service-oriented culture to support program implementation. The Operations Officer will be supporting Logistics, Procurement, Finance, and administration tasks in Educate!. S/he will be responsible for the provision of logistical and administrative support, vendor contract monitoring, and other various operations projects within Educate! Kenya.

Educate! is growing fast and with this growth we are looking for individuals excited to work and grow in an entrepreneurial, fast paced environment. As an Admin officer you will work in a high-performance culture with a motivated and supportive team of talented individuals, including our global talent team. This is a unique opportunity for the right person to help build the HR function in our Kenya office as part of a team that makes recruiting and talent development a top priority.

Performance Objectives

Procurement Coordination (40%)

1. Lead procedure compliance in all procurements, proper documentation, and conduct spot checks to ensure compliance.
2. Tracking orders and ensuring timely delivery
3. Prepare procurement documentation according to approved procedures for internal and external use
4. Ensure all procurements are documented, complete & accurate in compliance with relevant laws and Educate! policies and procedures.
5. Anticipate procurement needs and to competitively pre-select vendors, and create systems to track and strategically guard against common procurement challenges.
6. Build & maintain strong professional relationships with vendors
7. Conduct reasonable market research before procurement, and keep a keen eye on cost cutting throughout the bidding process.
8. Conduct formal quality checks, and document feedback between end user, admin dept. and vendors
9. Formally seek and document feedback from end–users to implement recommendations
10. Closely collaborate with all team members to ensure that all their procurement needs are being managed efficiently while keeping appropriate procurement requests timelines

Logistics Management (30%)

1. Coordinate training events as required, including but not limited to, pre-booking calls to venues, travel arrangement, providing supplies and materials, equipment and the point person at events.
2. Provide support to the program and country teams by arranging logistics for events and meetings held in program counties/regions to ensure that they are properly organized and conducted.
3. Ensure storage and distribution of E! materials is cost effective and timely, as well as compliant to E! procedures and the law.
4. Events and guest management - both virtual and physical - and ensuring that Educate! events are cost effective, on time, and that local and international guests get a pleasant experience.
5. Coordinate the organization of national and international travel including booking vehicles and accommodation and any needed logistics, for Educate! staff and guests.
6. Offer support with work permit applications for our expatriates when needed, individually or in conjunction with contracted immigration agents.

Administration (15%)

1. Manage admin goals in line with Kenya quarterly and annual work plans
2. Conduct regular risk assessment to create or quickly adjust plans due to anticipated problems.
3. Anticipate operations capacity gaps and create innovative solutions.
4. Network and research to suggest new possibilities; try new ways of doing things using cutting-edge technology.
5. Design admin tracking and information systems for scale.
6. Guide employee actions by communicating and enforcing organization's policies and procedures.
7. Lead organization-wide filing system in Google Drive, coordinated with segregation by department, controls on access. Maintain standard ordering of files.
8. Coordinate office space organization, allocation of working space and other working tools
9. Track office/NGO registration and permits with national government, local authorities, and landlords
10. Collaborate with the field teams to ensure that the Common Cost Sheet is always uptodate.
11. Offer remote working support to teams - including facilitating appropriate online tools, repairs of laptops and any other support that the teams might request from time to time.
12. Ensuring vendor contracts are signed by relevant signatories and filed for reference
13. Supporting the HR Manager with admin work when called upon

Finance and Resources Management (15%)

1. Manage admin budgets. Reallocate funds and choose activities in line with approved budgets and strategy.
2. Prepare budget proposals, create detailed budgets for come up projects and activities
3. Preparation of requisitions for the team and ensuring timely funds disbursement
4. Work closely with the programs teams to create payment schedules considering applicable lead times
5. Maintain detailed records of supporting documentation for all payment transactions
6. Ensure all documents are stamped and filed appropriately
7. Maintenance of company facilities and equipment to the desired standards
8. Inventory, equipment and asset management. Maintaining complete and accurate Asset Register
9. Ensuring that vendor payments are made in time and that all payments are fully supported with appropriate documents.

Qualifications

1. Bachelor's degree in Business Administration, Procurement & Supplies Management, Social Work & Social Administration or any relevant field. Professional qualifications will be an added advantage

Skills

1. Intermediate Excel skills, using online project management and collaboration tools, advanced report writing, budgeting, relationship building, customer service, critical thinking and communication skills required.

Experience

1. Minimum of 2 - 3 years of professional experience in a fast-paced operations function. Key desirable traits: Systems oriented, high integrity, excellent customer service, general management and strong personality. Experience in multitasking in a fast – paced environment, set priorities, work independently as well as thrive a team. Fits our Five Cultural Tenets: Youth First, Always Learning, Only Solve a Problem Once, Exceed Expectations and Flexible and Open Minded

Terms

1. Compensation will be competitive for the social enterprise sector and commensurate with experience.
2. Benefits include a generous vacation policy and medical insurance.
3. This position will be based in our office in Nairobi.