{"id":3512021,"url":"https://alion.io/job/givedirectly-office-and-procurement-associate","title":"Office and Procurement Associate","company":{"id":593,"name":"GiveDirectly","domain":"givedirectly.org","url":"https://alion.io/company/givedirectly","size_band":"5000+","is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":null,"ats_vendor":"Greenhouse","truth_index":null},"role":"Operations","role_family":"Operations","seniority":"middle","employment_type":"full_time","work_mode":"on_site","remote_scope":null,"remote_scope_basis":null,"remote_working_hours":null,"hiring_geo_confidence":"structured","locations":["Nairobi, Kenya"],"countries":["KE"],"hiring_countries":[],"hiring_countries_total":0,"salary":null,"salary_estimate":null,"experience_years_min":3,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[{"name":"Google Workspace","optional":false},{"name":"Microsoft Office","optional":false}],"status":"live","first_seen_at":"2026-10-20T00:00:00Z","employer_posted_date":null,"last_verified_at":"2026-10-20T00:00:00Z","board_verified":false,"closed_at":null,"days_open":19,"trust":{"level":"not_scored","repost_count":null,"flags":[],"days_open":19},"description":"What you’ll do:\n\n Administration and Office Management\n\nOversee the smooth flow of routine administrative work and ensure adherence to the organisation's administrative procedures by staff.\n\nEnsure proper functioning and maintenance of office Equipment and other facilities.\n\nAssist in conducting and arranging for office events\n\nReceive and process requests for cash for field activities and review staff accountability.\n\nTrain staff on and enforce administrative policies.\n\nMake travel and accommodation arrangements and bookings for staff and partners.\n\nEnsure timely provision of supplies to enable smooth operation at the office\n\nVerify staff, partner, and supplier payment requests and follow up on their payments with the Finance department.\n\nSupervise cleaning of the office premises every day and ensure the smooth running of the Office\n\nMaintain schedules of payments and due dates for all running contracts with service providers.\n\nAssist in formulating department budgets and cash projections.\n\nFiling documents in reference files in G-Drive in line with GiveDirectly’s filing rules.\n\nAssist in on boarding of newly hired staff and off boarding of staff whose contracts have ended.\n\nPetty cash reconciliations, and monthly cash counts, keeping the cashbook according to GiveDirectly's accounting policy.\n\nSupport in the monitoring of expenses in accordance with the office management budget.\n\nAssist in the internal/ external controls and audits.\n\nProcurement and Contracts Management:\n\nSupport the development and implementation of policies and systems, identifying opportunities for risk mitigation and process improvement.\n\nCoordinate Procurement Planning and Execution in liaison with respective Program budget holders.\n\nAssist in reviewing supplier contracts.\n\nMonitoring vendor performance.\n\nAssist in Coordination and complete Pre-qualification Process leading to pre-qualified supplier lists for the organisation.\n\nConduct market assessment, vendor mapping, Profiling, and maintaining a supplier database for commonly used items.\n\nProvide guidance, advice, and training to staff on procurement and logistics processes.\n\nAnalyze Procurement requirements and select the most appropriate method depending on the value of procurement.\n\nAnalyze, negotiate, and prepare contractual agreements and any addenda.\n\nPrepare and submit for review and approval of procurement documents, vendor correspondences and minutes of all procurement committees.\n\nCoordinate with the Finance department to ensure that all payments to vendors are made within less than 90 days from the invoice date\n\nSupport with receiving and dispatching of goods and services, while minimising costs\n\nStores, Inventory, and Asset Management:\n\nEnsure that procedures outlined in GiveDirectly’s Asset Management Manual are implemented in all Offices.\n\nOversee Assets Movement and regular updating of stores and assets inventory to ensure that they are properly tagged and allocated.\n\nOversee store delivery systems and ensure goods movements are properly documented, reconciled, and reported.\n\nPrepare monthly stock count certificate and present it for approval\n\nEnsure lost, damaged, sold, or stolen assets are properly recorded, with approved disposal forms and supporting documentation.\n\nConduct quarterly asset verification and ensure obsolete or damaged equipment is disposed of in line with GiveDirectly regulations.\n\nSecurity Management.\n\nServe as security focal point for the field office, update and implement security policies appropriate for the local context.\n\nEnsure that outsourced guards are deployed at all offices.\n\nTrain outsourced security guards on GiveDirectly’s Security Standard Operating Procedures.\n\nSubmit regular security reports to Supervisor on occurring incidents and any security issues/concerns.\n\nWhat You’ll Bring\n\nBachelor’s Degree in Procurement and Supply Chain Management, Business Administration, or related & Equivalent field\n\nMinimum of three years of experience in administrative and procurement management in the NGO sectors.\n\nAbility to interact effectively with international and national personnel, and adaptability to unanticipated circumstances.\n\nGood working knowledge of IT tools and applications, including MS Office and Google Workspace.\n\nEnsure staff and visitors comply with office entry procedures.\n\nExceptional emotional intelligence and a demonstrated ability to work cross-culturally and cross-functionally.\n\nExceptional organizational skills and attention to detail .\n\nStrong communication skills, including the ability to navigate complex interpersonal and office management situations.\n\nStrong ownership mindset and ability to work in a self-directed manner.\n\nComfortable operating in a culture of direct, candid feedback.\n\nExcellent English oral and written skills and a high level of service orientation.\n\nWillingness to up-skill as required by the tasks to be performed.\n\nWillingness to travel to our field locations within Kenya.\n\n What you’ll do:\n\n Administration and Office Management\n\nOversee the smooth flow of routine administrative work and ensure adherence to the organisation's administrative procedures by staff.\n\nEnsure proper functioning and maintenance of office Equipment and other facilities.\n\nAssist in conducting and arranging for office events\n\nReceive and process requests for cash for field activities and review staff accountability.\n\nTrain staff on and enforce administrative policies.\n\nMake travel and accommodation arrangements and bookings for staff and partners.\n\nEnsure timely provision of supplies to enable smooth operation at the office\n\nVerify staff, partner, and supplier payment requests and follow up on their payments with the Finance department.\n\nSupervise cleaning of the office premises every day and ensure the smooth running of the Office\n\nMaintain schedules of payments and due dates for all running contracts with service providers.\n\nAssist in formulating department budgets and cash projections.\n\nFiling documents in reference files in G-Drive in line with GiveDirectly’s filing rules.\n\nAssist in on boarding of newly hired staff and off boarding of staff whose contracts have ended.\n\nPetty cash reconciliations, and monthly cash counts, keeping the cashbook according to GiveDirectly's accounting policy.\n\nSupport in the monitoring of expenses in accordance with the office management budget.\n\nAssist in the internal/ external controls and audits.\n\nProcurement and Contracts Management:\n\nSupport the development and implementation of policies and systems, identifying opportunities for risk mitigation and process improvement.\n\nCoordinate Procurement Planning and Execution in liaison with respective Program budget holders.\n\nAssist in reviewing supplier contracts.\n\nMonitoring vendor performance.\n\nAssist in Coordination and complete Pre-qualification Process leading to pre-qualified supplier lists for the organisation.\n\nConduct market assessment, vendor mapping, Profiling, and maintaining a supplier database for commonly used items.\n\nProvide guidance, advice, and training to staff on procurement and logistics processes.\n\nAnalyze Procurement requirements and select the most appropriate method depending on the value of procurement.\n\nAnalyze, negotiate, and prepare contractual agreements and any addenda.\n\nPrepare and submit for review and approval of procurement documents, vendor correspondences and minutes of all procurement committees.\n\nCoordinate with the Finance department to ensure that all payments to vendors are made within less than 90 days from the invoice date\n\nSupport with receiving and dispatching of goods and services, while minimising costs\n\nStores, Inventory, and Asset Management:\n\nEnsure that procedures outlined in GiveDirectly’s Asset Management Manual are implemented in all Offices.\n\nOversee Assets Movement and regular updating of stores and assets inventory to ensure that they are properly tagged and allocated.\n\nOversee store delivery systems and ensure goods movements are properly documented, reconciled, and reported.\n\nPrepare monthly stock count certificate and present it for approval\n\nEnsure lost, damaged, sold, or stolen assets are properly recorded, with approved disposal forms and supporting documentation.\n\nConduct quarterly asset verification and ensure obsolete or damaged equipment is disposed of in line with GiveDirectly regulations.\n\nSecurity Management.\n\nServe as security focal point for the field office, update and implement security policies appropriate for the local context.\n\nEnsure that outsourced guards are deployed at all offices.\n\nTrain outsourced security guards on GiveDirectly’s Security Standard Operating Procedures.\n\nSubmit regular security reports to Supervisor on occurring incidents and any security issues/concerns.\n\nWhat You’ll Bring\n\nBachelor’s Degree in Procurement and Supply Chain Management, Business Administration, or related & Equivalent field\n\nMinimum of three years of experience in administrative and procurement management in the NGO sectors.\n\nAbility to interact effectively with international and national personnel, and adaptability to unanticipated circumstances.\n\nGood working knowledge of IT tools and applications, including MS Office and Google Workspace.\n\nEnsure staff and visitors comply with office entry procedures.\n\nExceptional emotional intelligence and a demonstrated ability to work cross-culturally and cross-functionally.\n\nExceptional organizational skills and attention to detail .\n\nStrong communication skills, including the ability to navigate complex interpersonal and office management situations.\n\nStrong ownership mindset and ability to work in a self-directed manner.\n\nComfortable operating in a culture of direct, candid feedback.\n\nExcellent English oral and written skills and a high level of service orientation.\n\nWillingness to up-skill as required by the tasks to be performed.\n\nWillingness to travel to our field locations within Kenya.","description_format":"text","description_chars":9947,"description_truncated":false,"requirements":{"experience_years_min":3,"management_years_min":null,"team_size_min":null,"manages_managers":false,"education":null,"security_clearance":false,"languages":[]},"benefits":[],"hiring_locations":[],"hiring_excludes":[],"relocation_offered":false,"industries":["Supply Chain","Nonprofits & 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