Current Recruitments at International Union for Conservation of Nature (IUCN)

SPECIFIC DUTIES:

More specifically, the roles and responsibilities of the Procurement and Operations Officer will be as follows:

• Procurement Management;
• Oversee project procurement functions to ensure value for money to the organization.
• Ensure transparency and integrity in the procurement processes in line with the procurement policies and guidelines.
• Consolidate and monitor procurement plans.
• Ensure correct implementation of procurement policy and guidelines.
• Participate in periodic review and updating of the supplier database which is able to adequately serve business needs.
• Learn grants compliance policies specific to individual donors.
• Prepare and share monthly reports to inform management decisions.
• Provide technical support to staff on procurement and operational processes and procedures
• Prepare sourcing documents in line with the procurement policy and donor regulations.
• Prepare contracts, ensuring all approvals are obtained.
• Keep proper and an updated filling system for all procurement documents.
• Ensure contractual obligations are adhered to by all parties.
• Follow up and ensure timely delivery of requested supplies and materials and keep concerned project staff informed on the status of the delivery.
• Review and share the weekly procurement tracker.
• Timely and accurate submission of all financial documents to the finance department by the stipulated date to
• ensure Suppliers/service providers’ payments are done in a timely manner.
• Operations Management;
• Provide leadership and guidance to Office Assistants, Admin Coordinators, and Drivers to ensure effective administrative and logistical support.
• Coordinate and manage the project offices (Nairobi, Kakamega and Musoma) on a day-to-day basis including all required administrative duties.
• Oversee smooth day-to-day operations through joint planning, coordination, and collaboration with Programme and Corporate Services teams.
• Maintain a clean, safe, and compliant working environment in line with occupational health and safety standards, serving as secretary to the OSH Committee and ensuring implementation of OSH requirements.
• Manage outsourced service providers (e.g., cleaning, security), including scheduled performance reviews to ensure high-quality delivery of contracted services.
• Ensure operational SOPs, administrative policies, and tools are regularly updated and adhered to.
• Maintain organized filing, archiving, and record-keeping systems for contracts, donor documents, programme deliverables, and office records.
• Monitor and ensure timely renewal of leases, agreements, and insurance policies.
• Maintain and update the office security tree and share relevant security updates from the field to enhance staff safety.
• Asset & Inventory Management;
• Manage and maintain a complete and accurate asset register, ensuring regular tagging, tracking, and documentation of all assets.
• Conduct quarterly and annual physical asset verification and update NAV or designated asset management systems.
• Provide technical support to staff on proper usage, handling, storage, and maintenance of programme equipment and office assets.
• Ensure timely repair, servicing, and insurance renewal of all organizational assets.
• Oversee efficient management of office consumables, inventory, and supplies.
• Ensure compliance with disposal, transfer, and write-off procedures for obsolete, damaged, or surplus assets in line with policy.
• Fleet Management;
• Oversee fleet operations, ensuring alignment with fleet policies, procedures, and operational requirements.
• Conduct technical evaluations of fleet needs and ensure efficient fleet utilization and continuous performance assessment.
• Assess drivers’ technical capacity, provide continuous safety training, and promote adherence to security and driving standards.
• Promote technology solutions such as vehicle tracking, digital logs, and automated fueling systems to enhance fleet efficiency and accountability.
• Ensure all vehicles and motorcycles have valid insurance and comply with organizational security SOPs.
• Coordinate timely fleet maintenance and repairs through reputable service providers and ensure cost monitoring with regional liaison officers.
• Manage fuel usage through controlled fuelling systems and maintain strong internal controls.
• Oversee performance of outsourced fleet-related service providers and ensure timely payments for services delivered.
• Any other duties;
• Perform other duties as may be assigned from time to time.

REQUIREMENTS

Qualifications and Knowledge;

• A Master’s degree or equivalent in a relevant discipline (e.g., finance/accountancy, project management, business management, HR and Administration);
• Excellent knowledge of Kenyan, Tanzanian and Ugandan laws and regulations;

Work Experience;

• Minimum 8 years’ experience with demonstrable evidence of supporting a busy office;
• Work experience in an International Organization, NGO or Embassy an advantage;
• Strong project administrative skills including dealing with financial reports, audits and contracts;
• Knowledge and understanding of public procurement policies and systems in East Africa.
• Experience in large-scale bilateral/multi-lateral programme procurement/supply chain management.
• Experience in the development of procurement processes, procedures and tools.
• Solid experience in programme administration including sound knowledge of financial, procurement, administrative practices, and programme reporting.
• Programme management skills with strong ability to support the monitoring of programme budgets.
• Experience in VAT exemptions procedures.
• Strong negotiation and networking skills.
• Presentational and problem-solving skills.
• Solid Computer skills, including knowledge of MS Office applications. Knowledge of procurement applications is desirable.

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SPECIFIC DUTIES:

• Transport and logistic support;
• Provide driving services to the PMU and other assigned staff as instructed by the line manager.
• Follow up planning and scheduling using Outlook Calendar and register transportation requests.
• Deliver payment transfers to the bank and/or the suppliers, conduct cash purchases for CREATES.
• Deliver and collect mail, documents, supplies, and other items as required.
• Distribute mail as needed, both incoming and outgoing.
• Ensure that all steps required by traffic rules and regulations are taken and adhered to, in case of involvement in an accident.
• Ensure availability of all the required documents/supplies including vehicle insurance, vehicle registration, vehicle logs, office directory, map of the city/country, first aid kit, and necessary spare parts in the assigned vehicle.
• Keep track of insurance and other tax formalities.
• Support other drivers with the preparation of job cards, inspecting vehicles and ensuring all vehicles are fully equipped with tools, first aid kits.
• Guest management & Protocol Liaison;
• Meet official and high-ranking personnel at the airport and facilitate immigration and customs formalities, as required.
• Drive the vehicle assigned by IUCN for the transportation of staff, guests and other authorized personnel.
• Complete visa application forms for the CREATES staff both manually and electronically, submission and collection of Visas.
• Vehicle maintenance management;
• Ensure vehicle is always kept in good running condition through addressing minor repairs, planning for major repairs, timely changes of oil, check of tires, brakes, water levels and car washing.
• Responsible for the day-to-day maintenance of the assigned vehicle, checks oil, water, battery, brakes, tires, etc., and performs minor repairs and arranges for other repairs.
• Keep records as required and maintain a clear daily record of work done and/or vehicle movement.
• Always ensure the safety of the vehicle and accessories during the time of use.
• Facilitate routine maintenance of office vehicles, including proper and regular completion of vehicle maintenance records.
• Inform the Procurement and Administration Officer of any major repairs required and ensure that the vehicles are always kept clean and in good working order.
• Log official trips, daily mileage, gas consumption, oil changes, greasing, etc.
• Keep track of timely car insurance renewals
• Ensure compliance with applicable traffic laws, regulations, and/or IUCN rules, standards, and guidelines on vehicle usage.
• Act as back-up for Administration & Project teams;
• Assist in planning and participation in field work as required.
• Taking notes during meetings and during field work
• Assist with office operations including photocopying, printing basic documents, and making deliveries.
• Act as a backup for the Front Office Administration Assistant on a needs basis by answering the phone and taking care of visitors’ registration, incl. maintaining a register of incoming visitors.
• Liaison with taxi companies for pick up and drop offs.
• Creating simple excel forms and data input for basic inventory, transfers as requested.
• Perform other duties as may be assigned from time to time.

REQUIREMENTS

Education;

• University degree in any area of study
• Certificate in computer Packages
• Possession of a valid Driver’s license. A mechanical certificate is required.
• Defensive driving skills required.

Work Experience;

• Minimum 8 years’ driving experience with 5 years’ experience of driving business executives and leaders in reputable firms within the private or public sector.
• Exceptional knowledge of urban and rural road networks and driving conditions.
• Clean driving record, with no violation of traffic law or major accidents.
• Flexibility to work outside regular business hours and on weekends as needed.
• Must possess good verbal communication skills with good writing skills.
• Excellent interpersonal skills and experience working in a multi-stakeholder project environment.
• Discretion and confidentiality in handling sensitive information Punctuality and reliability with a customer-focused mindset.
• Ability to perform a variety of repetitive and routine tasks and duties.
• Ability to handle a large volume of work possibly under time constraints.