Operations Assistant- USAID Nawiri Wamba - Samburu at Prosper Global (Formerly Mercy Corp)

The Position Summary

The Operations Assistant is responsible for facilitating programs operational support for Mercy Corps Kenya (MCK) Wamba Field Sub-office. Working closely with Program teams and Field Office Operations team, the Operations Assistant is instrumental in supporting program activities through his/her services in matters procurement, logistics, and general field office administration.

Essential Job Responsibilities

PROCUREMENT

• Daily handling of MC procurement activities at field sub-office level in close consultation with the Field Operations Officer.
• Collect quotations and bids from the field market for PRs as per Mercy Corps standards and formats.
• Directly interact with field vendors during solicitation of quotations – explain MC procurement standard forms/procedures and ensure that vendors are compliant with the same.
• Prepare the required documentation of procurement transactions and ensure compliance with MC standards.
• Maintain thorough procurement files as outlined in the Field Procurement Policies and Procedures. 
• Facilitate timely processing of due payments to vendors in collaboration with originators and finance department.
• Maintain an updated data base of field market prices of commonly procurement goods and services

LOGISTICS

• General management of agency vehicles in close consultation with Operations Officer.
• Ensure that all field vehicles are safe and road worthy.
• Collecting and distributing of vehicle log-sheets to drivers; responsible for monthly compilation and submission of log-sheets to the Operations Officer
• Schedule vehicles use and movement plans to meet programmatic and operational needs.
• Oversee fuel purchase and closely track consumption in coordination with gas station(s)
• Organize regular service schedules for vehicles and ensure repairs are done in a timely manner.
• Responsible for ensuring fleet safety measures are fully implemented and adhered to in accordance with MC fleet management policy/SOPs.
• Ensure that security incident reports are completed and filed (if related to vehicles).
• Responsible for Warehouse/Stores management and reporting.
• Facilitate proper asset management; maintain proper and updated asset register in close collaboration with the Operations Officer.

ADMINISTRATION

• Responsible for sub-office premises general facility management including security and hygiene upkeep and maintenance.
• Facilitate procurement of general office supplies for running the sub-office office.
• Assist with scanning, copying, printing and uploading of financial documents on relevant folders.
• Assist Finance Officer with field cash reimbursements if any.
• Ensure all finance documents are properly labelled, filed and stored in a clear and easily accessible manner following Field Finance Manual
• Coordinate general office management tasks at sub-office level.

Minimum Qualification & Transferable Skills

• At least 2 years of experience in logistics and/or supply chain management.
• Must demonstrate understanding of logistics procurement and administration ethics and good management skills with diverse team with large flow of information and activities.
• Must be able to work independently and prioritize, show initiative experience in an NGO setting.
• Good report writing skills and ability to make recommendations for improvements; strong computer (MS Office) skills, filling and organizational skills.
• Valid driving license; willingness to travel throughout field office when required