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Operations Coordinator

4 months ago

Nairobi, Kenya Corporate Staffing Services Full time

Admin jobs in Kenya.

Join the BRAC Ultra Poor Graduation Initiative (UPGI) and be a part of a global movement to eradicate extreme poverty. We are on the hunt for a dynamic national professional to join our Nairobi office, Kenya. The role is pivotal in supporting operations and administrative functions critical to our scale-up strategy. You will work alongside an international team, making an impact across continents.

We are seeking a strategic and committed Operations Coordinator to enhance our vibrant team. Your mission will be to streamline procurement, minimize operational risks, coordinate travel, manage consultant contracts, and offer all-encompassing administrative support to our globally dispersed UPGI team.

The Operations Coordinator will report directly to the Director of Finance & Operations. Additionally, the role involves developing close working relationships and seeking technical input and guidance from UPGI’s Operations team members across different regions. Excellent communication and negotiation skills are crucial, as the position requires liaising with various stakeholders and ensuring compliance with organizational policies and industry regulations.

This role demands a detail-oriented individual with exceptional multitasking abilities and excellent communication skills to ensure a smooth execution and delivery of services with a customer-centric approach.

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About BRAC and the Ultra-Poor Graduation Initiative

BRAC is an award-winning international non-governmental development organization, with the vision of a world free from all forms of exploitation and discrimination, where everyone has the opportunity to realize their potential. BRAC is a leader in developing and implementing cost-effective, evidence-based programs to assist poor and disadvantaged communities in low-income countries, including in conflict-prone and post-disaster settings. It is an organization of and for the people of the Global South, pioneering new development and social enterprise approaches to equip communities to achieve prosperity. As well as being the world's biggest NGO by the number of staff and people directly reached, BRAC has regularly been ranked the number one NGO in the world by the Geneva-based NGO Advisor, an independent organization committed to highlighting innovation, impact, and governance in the non-profit sector. BRAC retained the top spot in 2020 among the top 500 NGOs for the fifth consecutive year.

BRAC was founded in Bangladesh in 1972 by Sir Fazle Hasan Abed. It started its first program outside of Bangladesh in Afghanistan in 2002 and has since reached more than 6.5 million people in 11 countries in Africa and Asia. BRAC has a holistic approach to development that uses a wide array of programs that include microfinance, education, health, agriculture, gender, and human rights. BRAC invests in communities’ own human and material resources, catalyzing lasting change and creating an ecosystem in which the poor have the chance to seize control of their own lives.

The Ultra-Poor Graduation Initiative is a global unit within BRAC International that was founded in 2016 to build off the success of BRAC’s Ultra-Poor Graduation program in Bangladesh. Graduation is an evidence-based, scalable intervention proven to break the poverty trap for the long term. So far, BRAC’s flagship Graduation program has impacted over 2 million Bangladeshi households—totaling over 9 million people. To help eradicate extreme poverty, BRAC UPGI is working to scale globally by integrating Graduation into existing government programs and help 21 million more people lift themselves from extreme poverty by 2026. At present UPGI has interventions with governments in South Africa, Rwanda, India, Indonesia, the Philippines, and India.

Primary Responsibilities

Procurement:

Oversee procurement activities, in collaboration with UPGI and BI teams, Lead the procurement process, including identifying vendors, obtaining quotes, and negotiating contracts to ensure cost-effective solutions. Develop and maintain relationships with suppliers, monitoring performance and ensuring adherence to service level agreements. Manage procurement documentation, including purchase orders, invoices, and contracts, and ensure compliance with organizational policies and procedures. Responsible for managing & preparing service level agreements for the smooth running of project activities, Management and administration of office resources including office space, software, subscriptions, computers, hardware, and other related office systems and equipment. Support Procurement planning for UPGI- in developing annual procurement plans and performing quarterly reviews/updates of the same.

Risk Management:

Manage the quarterly Risk reporting to BRAC International’s Executive Risk Management Committee, Update the risk register for UPGI programs and offices, Identify potential operational risks and develop strategies to mitigate them, ensuring compliance with industry regulations and best practices, Conduct regular assessments of operational processes and procedures to identify areas for improvement and implement corrective actions as needed, Collaborate with the legal and compliance teams to ensure adherence to regulatory requirements and industry standards.

Administration:

Oversee the organization of team events (meetings, workshops, etc.) Implement a central filing system for required documents and forms, Lead the development and systematic management of administrative policies and their implementation across UPGI operations, Support preparation for financial audits both internal and external, and other advisories to both internal & external audiences, Keep a record of all UPGI Assets and perform annual asset reviews,

Contract Coordination:

Coordinate approval of contracts amendments and extensions, Work with finance team and legal counsel to support contract negotiations, Collaborate with department heads to identify consulting needs and assist in drafting consultant contracts and scopes of work, Coordinate the contracting process, including obtaining necessary approvals, ensuring compliance with legal requirements, and managing contract renewals. Monitor consultant performance and deliverables, providing feedback and support as needed to ensure project success.

Travel and Events Management

Support the management of the UPGI Online Travel platforms, Coordinate travel bookings for UPGI staff and other Stakeholders with the travel agents,

Ensure compliance to the BI travel policy

Support Key events planning-Plan and execute corporate events, conferences, and meetings, managing all aspects from venue selection, conferencing, accommodations and travel logistics, Develop and maintain relationships with vendors and service providers to ensure high-quality event execution and cost efficiency,

Other (Safeguarding Responsibilities)

Ensure the safety of team members from any harm, abuse, neglect, harassment, and exploitation to achieve the program’s goals of safeguarding implementation. Practice, promote and endorse the issues of safeguarding policy among team members and ensure the implementation of safeguarding standards in every course of action. Follow the safeguarding reporting procedure in case any reportable incident takes place and encourage others to do so.

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Qualifications

Bachelor's degree in business administration, management, or a related field. Minimum of [4] years of experience in operations coordination, procurement, or related roles. Strong understanding of procurement processes, contract management principles, and travel logistics. Proficiency in MS Office applications, project management software, and procurement platforms. Excellent communication, interpersonal, and problem-solving skills, with the ability to work effectively in a fast-paced environment. Proven ability to manage multiple tasks and priorities simultaneously while maintaining attention to detail and accuracy. Diplomatic, with strong interpersonal skills and a high degree of political sensitivity Strong English skills and local language fluency required Exceptional communication and representational skills Ability and willingness to travel required.

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