Operations Officer at World University Service of Canada

Role Description:

• The Operations Officer provides hands-on operational support focusing on the execution and administration of operations including logistics, procurement, contracting, and asset management. The Officer ensures that all transactions are delivered timely, compliant, well-documented, and audit-ready, while applying a facilitative and capacity-supportive approach 

Key Responsibilities

Logistics Management:

• Coordinate and manage logistics across projects in collaboration with project teams.
• Develop and implement logistics strategies to optimize efficiency and reduce costs.
• Maintain accurate records of all logistics activities.
• Liaise with vendors, suppliers, and service providers to ensure timely and accurate delivery of goods and services.
• Monitor and evaluate the performance of logistics service providers and make recommendations for improvements.

Operational Procurement Support 

• Support day-to-day procurement actions;
• Process approved purchase requisitions and coordinate competitive procurement processes (RFQs/RFPs) for goods and services.
• Prepare bid analysis summaries and comparative evaluations for review and decision-making purposes
• Maintain and update pre-qualified supplier lists for frequently procured goods and services.

Contract & Grant Administration Support

• Draft standard contracts, purchase orders, and service agreements using approved templates and guidance.
• Support the administration of grant agreements and partner contracts by maintaining accurate records and tracking key dates, deliverables and payments;
• Maintain a contract and grant tracking system to monitor contract status, expiry dates, renewals, and payment milestones.
• Liaise with vendors, consultants, and partners to support timely delivery of goods, services, and required documentation.

Compliance, Documentation & Audit Readiness

• Ensure all procurement and contracting files are complete and audit-ready, including approvals, quotations, evaluations, contracts, and delivery records.
• Verify that vendors and service providers complete required vetting and due diligence processes prior to engagement.
• Support the Senior Officer in preparing documentation for internal and external audits, reviews, and spot checks.
• Collaborate closely with the finance unit to ensure compliance.

Delivery, Verification & Coordination

• Verify delivery of goods and services against purchase orders and contract specifications, confirming quality, quantity, and compliance.
• Coordinate with Finance and relevant teams to support asset handover, inventory recording, and payment processing.
• Flag delivery, performance, or documentation issues to the Senior Officer for resolution.

Systems, Reporting & Coordination

• Maintain accurate procurement, contract, and grant records within designated systems and filing structures.
• Prepare routine status updates on pending requisitions, active contracts, and documentation gaps.
• Support coordination with programme teams by providing clear updates on procurement and contracting timelines.

Required Competencies

• Operational logistics and Procurement Skills: Practical understanding of logistics, procurement and contract administration processes.
• Attention to Detail: High accuracy in documentation, record-keeping, and compliance checks.
• Integrity & Accountability: Strong commitment to ethical practice, transparency, and responsible use of donor funds.
• Communication & Facilitation: Ability to communicate clearly with internal and external stakeholders

Qualifications & Experience

• Bachelor’s degree in Business Administration, Operations, Procurement, Supply Chain Management, or a related field.
• Minimum of 3-5 years’ experience in operations, procurement, contracting, grants administration, or operational support roles.
• Experience working with community-based organizations, RLOs, or donor-funded projects is an asset.
• Proficiency in ERP or procurement management systems and strong working knowledge of Microsoft Excel.

Other requirements:

• The headquarters of this initiative is located in Nairobi, Kenya;