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.