Procurement and Operations Assistant

Vacancy #: 7388 Unit: ESARO - Finance Organisation: International Union for Conservation of Nature (IUCN) Location: Eastern and Southern Africa Regional Office, Nairobi, Kenya Reporting to: Regional Procurement Officer, Kenya Work percentage: 100% Grade: A2 Expected start date: 01 November 2025 Type of contract: Fixed-term (12 months) Closing date: 17 September 2025

BACKGROUND

THIS IS A LOCAL POSITION

Background
The Procurement and Operations Assistant will provide procurement, supplier contracting and technical support and services to the Regional and Country offices. The position will provide day-to-day implementation of procurement in compliance with IUCN's global policies, best practices, local regulations and business needs. In the event of urgent matters, the role holder will be expected to work outside the normal role profile and be able to vary working hours accordingly.

Under supervision of the Regional Procurement & Operations Manager, the role holder will provide effective and efficient operational assistance to ESARO offices. The position will work closely with the Finance team ensuring payments are processed on time.

Job Description
MAJOR RESPONSIBILITIES:

The role holder will be primarily responsible for the following:

Timely processing & dispatch of purchase orders

Tracking of annual Procurement Plans

Tracking Purchase Requests and Purchase orders

Procurement reports generate and avail relevant procurement reports; PRs progression status, LPO status and goods delivery status with various stakeholders.

Maintenance and updating of the pre-qualified supplier list

Specific Duties
Procurement;

Oversee project procurement functions to ensure value for money to the organization.

Ensure transparency and integrity in the procurement processes in line with the procurement policies and guidelines.

Consolidate and monitor procurement plans.

Ensure correct implementation of procurement policy and guidelines.

Participate in periodic review and updating of the supplier database which is able to adequately serve business needs.

Learn grants compliance policies specific to individual donors.

Prepare and share monthly reports to inform management decisions.

Provide technical support to staff on procurement and operational processes and rocedures

Prepare sourcing documents in line with the procurement policy and donor regulations.

Prepare contracts, ensuring all approvals are obtained.

Keep proper and an updated filling system for all procurement documents.

Ensure contractual obligations are adhered to by all parties.

Follow up and ensure timely delivery of requested supplies and materials and keep concerned project staff informed on the status of the delivery.

Review and share the weekly procurement tracker.

Timely and accurate submission of all financial documents to the finance department by the stipulated date to ensure Suppliers/service providers' payments are done in a timely manner.

Operations;

Coordinate and schedule meetings, appointments, and internal/external events to ensure efficient use of time and resources.

Handle a variety of administrative duties, such as filing, data entry, managing correspondence, and creating reports.

Serve as a point of contact, responding to inquiries, relaying information, and maintaining effective communication channels with team members, clients, and vendors.

Assist the line manager with daily administrative tasks, help implement new policies or procedures, and provide support for various projects.

Monitor operational activities, analyze data to identify trends, and propose improvements to enhance efficiency and streamline processes.

Requirements

• POSITION REQUIREMENTS

Education;

University degree in supply chain management, commerce or other related field.

CIPS accreditation level 2

Minimum Of 2 Years International Procurement Experience.
Knowledge and understanding of public procurement policies.

Solid Computer skills, including knowledge of MS Office applications. Knowledge of procurement applications is desirable.

Excellent interpersonal and communication skills and solid organizational skills

Ability to work effectively within a large, decentralized workforce and to operate effectively, with tact and diplomacy, in a multi-cultural, interdisciplinary environment.

Willingness to travel.

Experience in VAT exemptions procedures.

Presentational and problem-solving skills.

Work Experience;

Language Proficiency

Fluency in English, both written and verbal. Fluency in local languages an added advantage.

Core Competencies

Transparency: Able to build trust and contribute to informed and responsible decision making by carrying out the work of IUCN in a transparent manner; provides clear guidance to ensure that objectives and desired measurable results are understood by members of the team.

Inclusiveness: Understands and accepts cultural diversity, and provide a tolerant, positive and supportive working environment that fosters respect for diversity, demonstrates ability to work in a multicultural, multiethnic environment and to maintain effective working relations with people of different nationalities and cultural backgrounds.

Professionalism: Promote the organization's interests, objectives and values in a diligent and professional manner.

Accountability: Takes responsibility of individual and collective actions, promotes the IUCN One Programme approach.

Functional competencies

Must be highly organized, detail-oriented, and self-motivated with the ability to multi-task and prioritize needs

Possess energy, drive, enthusiasm, commitment and passion for high quality work.

Proven interpersonal skills and be to establish and maintain effective working relations with people in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity.

Must be dependable, a good team player and able to work independently as well as have the ability to learn quickly and expand scope of functions.

Capacity to work under pressure, meet tight deadlines and produce high quality documents at short notice.

Responds positively to critical feedback and differing points of views.

Demonstrated ability to work with limited supervision and manage work in demanding environment.

Committed to continuous learning and self-development.

APPLICATIONS

Applicants are requested to apply online through the HR Management System, by opening the vacancy announcement and pressing the "Apply" button.

Applicants will be asked to create an account and submit their profile information. Applications will not be accepted after the closing date. The vacancy closes at midnight, Swiss time (GMT+1 / GMT+2 during Daylight Saving Time, DST). Please note that only selected applicants will be personally contacted for interviews.

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About IUCN
IUCN is a membership Union uniquely composed of both government and civil society organisations. It provides public, private and non-governmental organisations with the knowledge and tools that enable human progress, economic development and nature conservation to take place together.

Created in 1948, IUCN is now the world's largest and most diverse environmental network, harnessing the knowledge, resources and reach of more than 1,400 Member organisations and around 16,000 experts. It is a leading provider of conservation data, assessments and analysis. Its broad membership enables IUCN to fill the role of incubator and trusted repository of best practices, tools and international standards.

IUCN provides a neutral space in which diverse stakeholders including governments, NGOs, scientists, businesses, local communities, indigenous peoples organisations and others can work together to forge and implement solutions to environmental challenges and achieve sustainable development.

Working with many partners and supporters, IUCN implements a large and diverse portfolio of conservation projects worldwide. Combining the latest science with the traditional knowledge of local communities, these projects work to reverse habitat loss, restore ecosystems and improve people's well-being.