About the position

The Operations Associate is responsible for providing timely and efficient support to the Alliance procurement and front office administration.

Main duties and responsibilities include:

Procurement of Goods, services and works (30%)

• Assist in ensuring timely and cost-effective procurement process for Alliance Nairobi offices through the implementation of procurement best practices.
• Ensure compliance with Alliance procurement Policies; donor regulations; and local statutory requirements.
• Prepares and generates purchase orders for goods and services in the ERP System and maintains updated records of all purchase orders with support documentation.
• Conducting market research to identify potential suppliers and trends
• Follow up on supplier Invoicing and payment and effective dispute resolution.
• Support in preparation of VAT exemption application forms for submission and approval by MoFA & KRA and maintain accurate up to date records 
• Manage communication with the vendors and internal stakeholders on the delivery schedules of goods and services.
• Oversee all logistical aspects of the movement of goods and services to various destinations points
• Assist in conducting due diligence of suppliers as per Alliance regulations.

Framework and contract management (15%)

• Support contract management to ensure timely delivery of goods and services.
• Draft/prepare Service Level Agreements (SLA), framework agreements, service contracts in consultation with the legal team and ensure their implementation and management.
• Ensure that all framework agreements are up to date and are processed on an annual basis while ensuring best value for money. 
•  Support in prequalifying suppliers, developing and maintaining an up-to-date supplier database
• conduct vendor performance management review/evaluation as per the set schedules.
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Tendering and Tender Committee facilitation (20%)

• Prepare prequalification and tender documents, receipt of bids and analysis.
• Participating in Procurement committee activities and meetings and act as its secretary to Procurement committee

Documentation, Reporting and compliance (15%)

• Preparing monthly and quarterly procurement reports to track procurement efficiency
• Prepare supplier performance reports as required.
• Ensure full compliance with both organizational and donor regulations in all procurement processes.
• Support audits and financial reporting by maintaining transparent and accurate procurement records.

Office administration (20%)

• Assist in the planning and preparation of meetings, conferences, accommodation for Alliance staff and their guests.
• Front office support- Receive and attend to Alliance calls and visitors, directing them accordingly
• Maintain an up to date and easily accessible filing system for all procurement documents.
• Attending all General inquiries from external persons and directing them to the relevant staff or department.
• Ensure that the Front Office is well maintained, neat and always clean
• Liaising with Gate Security to ensure official visitors are ushered in without delays.
• Coordinate general housekeeping of the office premises and follow up on all maintenance needs.
• Managing the Kitchen Supplies to ensure availability and timely replenishment.
• Office Management through facilitating and supervising the out-sourced office cleaners to ensure the office cleaning service is done effectively.
• Perform any other assigned duties.

Personal Attributes

• Ability to work independently and as part of a team.
• Possess excellent interpersonal and communication skills, good judgment and a high level of respect for confidentiality.
• Highly effective planning, organizational and multi-tasking skills with a positive attitude and strong administrative service orientation.
• Self-motivated team player and adept at working independently under pressure and meeting tight deadlines in diverse environments
• Proficiency in Microsoft Office Suite, particularly Excel.
• Experience with Procurement software and ERP systems.
• Strong negotiation and communication skills.
• Attention to detail and accuracy.
• Strong management, decision-making, problem solving and analytical skills
• Ability to work in a multi-cultural environment.
• Commitment to Alliance’s mission and core values.

Requirements

Requirements

• University degree in Procurement/Logistics/Business Administration or related field, Masters is added advantage 
• At least three (3) years of relevant work experience in an international organization
• Membership to a professional body such as KISM or CIPS
• Good knowledge of rules, regulations and procedures of government and related agencies
• Strong proficiency of the English language, both written and spoken
• Experience in Purchasing, Logistics or Supply Chain Management.

Applications

This is a nationally recruited position based in Nairobi, Kenya. The initial contract will be for one year subject to a probation period of three months and is renewable depending on performance and availability of resources.

This position is graded at BG6 level, with a minimum basic salary of KES 168,838.00 in a scale of BG01 to BG14 (BG14 being the highest level according to the Alliance job classification framework policy). We offer a competitive salary and excellent benefits including but not limited to insurance, retirement plan, staff training and development, paid time off and flexible working arrangements.

 How to Apply:

The Alliance Bioversity-CIAT is committed to fair, safe, and inclusive workplaces. We believe that diversity powers our innovation, contributes to our excellence, and is critical for our mission. Recruiting and mentoring staff to create an inclusive organization that reflects our global character is a priority. We encourage applicants from all cultures, races, colors, religions, sexes, national or regional origins, ages, disability statuses, sexual orientations, marital status, and gender identities. Female candidates are strongly encouraged to apply.

Applicants are invited to visit https://alliancebioversityciat.org/careers to get full details of the position and to submit their applications. Applications MUST include reference number RFP300013- Associate Operations as the position applied for. Cover letter and CV should be saved as one document using the candidate’s last name, first name for ease of sorting. The Alliance collects and process personal data in accordance with applicable data protection laws.

Applications closing date: Friday, 22^nd November 2024

Please note that email applications will not be considered.

Only short-listed candidates will be contacted.

We invite you to learn more about us at:  

                 http://alliancebioversityciat.org