Office and Procurement Associate

What you’ll do:

 Administration and Office Management

• Oversee the smooth flow of routine administrative work and ensure adherence to the organisation's administrative procedures by staff.
  
• Ensure proper functioning and maintenance of office Equipment and other facilities.
  
• Assist in conducting and arranging for office events
  
• Receive and process requests for cash for field activities and review staff accountability.
  
• Train staff on and enforce administrative policies.
  
• Make travel and accommodation arrangements and bookings for staff and partners.
  
• Ensure timely provision of supplies to enable smooth operation at the office
  
• Verify staff, partner, and supplier payment requests and follow up on their payments with the Finance department.
  
• Supervise cleaning of the office premises every day and ensure the smooth running of the Office
  
• Maintain schedules of payments and due dates for all running contracts with service providers.
  
• Assist in formulating department budgets and cash projections.
  
• Filing documents in reference files in G-Drive in line with GiveDirectly’s filing rules.
  
• Assist in on boarding of newly hired staff and off boarding of staff whose contracts have ended.
  
• Petty cash reconciliations, and monthly cash counts, keeping the cashbook according to GiveDirectly's accounting policy.
  
• Support in the monitoring of expenses in accordance with the office management budget.
  
• Assist in the internal/ external controls and audits.
  

Procurement and Contracts Management:

• Support the development and implementation of policies and systems, identifying opportunities for risk mitigation and process improvement.
  
• Coordinate Procurement Planning and Execution in liaison with respective Program budget holders.
  
• Assist in reviewing supplier contracts.
  
• Monitoring vendor performance.
  
• Assist in Coordination and complete Pre-qualification Process leading to pre-qualified supplier lists for the organisation.
  
• Conduct market assessment, vendor mapping, Profiling, and maintaining a supplier database for commonly used items.
  
• Provide guidance, advice, and training to staff on procurement and logistics processes.
  
• Analyze Procurement requirements and select the most appropriate method depending on the value of procurement.
  
• Analyze, negotiate, and prepare contractual agreements and any addenda.
  
• Prepare and submit for review and approval of procurement documents, vendor correspondences and minutes of all procurement committees.
  
• Coordinate with the Finance department to ensure that all payments to vendors are made within less than 90 days from the invoice date
  
• Support with receiving and dispatching of goods and services, while minimising costs
  

Stores, Inventory, and Asset Management:

• Ensure that procedures outlined in GiveDirectly’s Asset Management Manual are implemented in all Offices.
  
• Oversee Assets Movement and regular updating of stores and assets inventory to ensure that they are properly tagged and allocated.
  
• Oversee store delivery systems and ensure goods movements are properly documented, reconciled, and reported.
  
• Prepare monthly stock count certificate and present it for approval
  
• Ensure lost, damaged, sold, or stolen assets are properly recorded, with approved disposal forms and supporting documentation.
  
• Conduct quarterly asset verification and ensure obsolete or damaged equipment is disposed of in line with GiveDirectly regulations.
  

Security Management.

• Serve as security focal point for the field office, update and implement security policies appropriate for the local context.
  
• Ensure that outsourced guards are deployed at all offices.
  
• Train outsourced security guards on GiveDirectly’s Security Standard Operating Procedures.
  
• Submit regular security reports to Supervisor on occurring incidents and any security issues/concerns.
  

What You’ll Bring

• Bachelor’s Degree in Procurement and Supply Chain Management, Business Administration, or related & Equivalent field
  
• Minimum of three years of experience in administrative and procurement management in the NGO sectors.
  
• Ability to interact effectively with international and national personnel, and adaptability to unanticipated circumstances.
  
• Good working knowledge of IT tools and applications, including MS Office and Google Workspace.
  
• Ensure staff and visitors comply with office entry procedures.
  
• Exceptional emotional intelligence and a demonstrated ability to work cross-culturally and cross-functionally.
  
• Exceptional organizational skills and attention to detail .
  
• Strong communication skills, including the ability to navigate complex interpersonal and office management situations.
  
• Strong ownership mindset and ability to work in a self-directed manner.
  
• Comfortable operating in a culture of direct, candid feedback.
  
• Excellent English oral and written skills and a high level of service orientation.
  
• Willingness to up-skill as required by the tasks to be performed.
  
• Willingness to travel to our field locations within Kenya.
  

What you’ll do:

 Administration and Office Management

• Oversee the smooth flow of routine administrative work and ensure adherence to the organisation's administrative procedures by staff.
  
• Ensure proper functioning and maintenance of office Equipment and other facilities.
  
• Assist in conducting and arranging for office events
  
• Receive and process requests for cash for field activities and review staff accountability.
  
• Train staff on and enforce administrative policies.
  
• Make travel and accommodation arrangements and bookings for staff and partners.
  
• Ensure timely provision of supplies to enable smooth operation at the office
  
• Verify staff, partner, and supplier payment requests and follow up on their payments with the Finance department.
  
• Supervise cleaning of the office premises every day and ensure the smooth running of the Office
  
• Maintain schedules of payments and due dates for all running contracts with service providers.
  
• Assist in formulating department budgets and cash projections.
  
• Filing documents in reference files in G-Drive in line with GiveDirectly’s filing rules.
  
• Assist in on boarding of newly hired staff and off boarding of staff whose contracts have ended.
  
• Petty cash reconciliations, and monthly cash counts, keeping the cashbook according to GiveDirectly's accounting policy.
  
• Support in the monitoring of expenses in accordance with the office management budget.
  
• Assist in the internal/ external controls and audits.
  

Procurement and Contracts Management:

• Support the development and implementation of policies and systems, identifying opportunities for risk mitigation and process improvement.
  
• Coordinate Procurement Planning and Execution in liaison with respective Program budget holders.
  
• Assist in reviewing supplier contracts.
  
• Monitoring vendor performance.
  
• Assist in Coordination and complete Pre-qualification Process leading to pre-qualified supplier lists for the organisation.
  
• Conduct market assessment, vendor mapping, Profiling, and maintaining a supplier database for commonly used items.
  
• Provide guidance, advice, and training to staff on procurement and logistics processes.
  
• Analyze Procurement requirements and select the most appropriate method depending on the value of procurement.
  
• Analyze, negotiate, and prepare contractual agreements and any addenda.
  
• Prepare and submit for review and approval of procurement documents, vendor correspondences and minutes of all procurement committees.
  
• Coordinate with the Finance department to ensure that all payments to vendors are made within less than 90 days from the invoice date
  
• Support with receiving and dispatching of goods and services, while minimising costs
  

Stores, Inventory, and Asset Management:

• Ensure that procedures outlined in GiveDirectly’s Asset Management Manual are implemented in all Offices.
  
• Oversee Assets Movement and regular updating of stores and assets inventory to ensure that they are properly tagged and allocated.
  
• Oversee store delivery systems and ensure goods movements are properly documented, reconciled, and reported.
  
• Prepare monthly stock count certificate and present it for approval
  
• Ensure lost, damaged, sold, or stolen assets are properly recorded, with approved disposal forms and supporting documentation.
  
• Conduct quarterly asset verification and ensure obsolete or damaged equipment is disposed of in line with GiveDirectly regulations.
  

Security Management.

• Serve as security focal point for the field office, update and implement security policies appropriate for the local context.
  
• Ensure that outsourced guards are deployed at all offices.
  
• Train outsourced security guards on GiveDirectly’s Security Standard Operating Procedures.
  
• Submit regular security reports to Supervisor on occurring incidents and any security issues/concerns.
  

What You’ll Bring

• Bachelor’s Degree in Procurement and Supply Chain Management, Business Administration, or related & Equivalent field
  
• Minimum of three years of experience in administrative and procurement management in the NGO sectors.
  
• Ability to interact effectively with international and national personnel, and adaptability to unanticipated circumstances.
  
• Good working knowledge of IT tools and applications, including MS Office and Google Workspace.
  
• Ensure staff and visitors comply with office entry procedures.
  
• Exceptional emotional intelligence and a demonstrated ability to work cross-culturally and cross-functionally.
  
• Exceptional organizational skills and attention to detail .
  
• Strong communication skills, including the ability to navigate complex interpersonal and office management situations.
  
• Strong ownership mindset and ability to work in a self-directed manner.
  
• Comfortable operating in a culture of direct, candid feedback.
  
• Excellent English oral and written skills and a high level of service orientation.
  
• Willingness to up-skill as required by the tasks to be performed.
  
• Willingness to travel to our field locations within Kenya.