Operations Officer at World University Service of Canada

Job Role

Under the supervision of the Senior Operations Manager, the Operations Officer supports day tday procurement activities, asset management, logistics management, recruitment support and leave management. He/she will work closely and in collaboration with the WUSC team in Kenya tenhance efficiency in provision of goods and services

Procurement & Logistics- (70%)

• Provides technical support across procurement activities during all phases of the procurement cycle;
• Ensures full compliance of procurement activities in line with WUSC & Donor policy regulations and strategies;
• Support WUSC projects tdevelop annual procurement plans that are aligned tproject budgets and work plans;
• Support the Implementation of effective internal controls; contributes and strengthens institutional procurement policies and procedures;
• Support the development of a country level client-oriented procurement management system;
• Analyze and evaluate procurement requests and ensure appropriateness of technical specifications;
• Develops and prepares RFQ/P’s for procurement of routine and non-routine goods and services;
• Prepares tender documents when need be; purchase and contract documents;
• Supports the development of standards and criteria for the evaluation of goods, services, supplier capacity, etc.;
• Convenes and participates on procurement; documents recommendations by the panel for finalization of procurement processes for approval;
• Prepares submissions tthe approving committees for review and subsequent approval ensuring the relevant supporting documents are complete and validated;

Maintains the supplier database;

• Ensure efficient filing & archiving of procurement documentation (tender documents, contracts, quotations, etc.);
• Ensure timely updates are provided tthe project teams; provide monthly updates on outstanding procurement processes
• Receives and verify goods against LPO’s; submits invoices tthe finance office for payment;
• Prepares consultants contracts and addendums

Asset Management

• Responsible for the maintenance and regular update of the asset register according tpolicy
• Support, review & strengthen the monthly asset verification process; investigate and document any loss or damages
• Responsible for conducting annual physical verification of assets and preparation of annual physical verification reports
• Responsible for storage of office equipment and supplies, ensuring that appropriate records are maintained
• Responsible for equipment movement, ensuring that proper records are maintained

Logistics Management

• Supports requests for travel; liaises with WUSC Kenya staff, program participants and other stakeholders directly tbook travel, visas, accommodations and meals
• Ensures flight/cargand hotel reservations are carried out in a timely manner;
• Coordinates all logistics for convening events, meetings and workshops
• Ensures follow through on all things Logistics.

Operations Management - 30%

Recruitment/ New Hire Process

• Providing support in the recruitment/hiring processes that may include posting vacancy announcements; organizing resumes and job applications, scheduling job interviews and assisting in interview processes.
• Prepares new employee files ensuring all required documents are in place.
• Support employee/consultant induction process
• Assist in conducting background checks and candidate’s documents/information verification.

Leave & record Management

• Responsible for electronic and physical filing of all HR related documents;
• Maintain current consultancy files and databases;
• Ensuring timesheets are completed and filed every month;
• support the tracking of annual leave providing periodic updates trespective team members.

Competencies

• Adaptable, flexible, able ttake initiative and prioritize among competing demands
• A good team player with strong interpersonal skills, outgoing personality, and ability twork independently and effectively under pressure and on strict deadlines and 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 tWUSC values and safeguarding policy

Qualifications:

• Minimum bachelor’s degree in Procurement and /or Supply Chain Management or related
• A Masters’ degree in procurement or Supply chain management and/or CIPS certification is an added advantage.
• KISM Membership is desirable.
• Experience in the use of Google Suite applications.
• A Minimum of 5yrs work experience in a position with similar responsibilities.
• Previous experience working with development, fast and dynamic work environments

Deadline:3rd April 2022