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Operations Coordinator Job in Kenya (250K)

Vacancy: Operations Coordinator 

Salary: Kshs 200,000 – 250,000

Position Description:
 The Operations Coordinator will coordinate and supervise the functions of the Logistics Assistants and Drivers who work for Client in Kenya, and act as a link between program teams, regional teams, the Nairobi office, and Client headquarters. 

The individual is charged to ensure that the standard operating procedures of the Operations department (which includes contract management, logistics, vehicle management, procurement and IT) are adequately met.
Major Duties and Responsibilities
  • Regularly review current policies and procedures related to logistics, procurement, vehicle usage and asset management to ensure compliance with donor and corporate requirements.
  • Upholding Policies and Procedures of Critical Operations.
  • Cost bid analysis reports with award justification and reference to other terms and conditions
  • Prepare and issue purchase orders/contracts for the acquisition of goods and services after negotiation of contractual terms and conditions with the vendors/contractors.
  • Review payment paper trails that are produced in the region and carry out the Operations Check specifically required for processing by the Finance team.
  • Maintain a filling system for all documents related to procurements in Kenya Maintain vendor contracts and relationships for Kenya.
  • Engage with Implementing Teams (Procurement and Logistics)
  • Act as a point person for all Operational Activities (IT, Contract Management, Procurement, Logistics, Fleet and Asset Management) in Kenya
  • Train and coach members of the program team in the use of the different operational tracking tools and how best these programs can benefit from the tools
  • Provide pro-active advice to regional program teams to ensure optimal operational systems while maintaining adherence to Client’s relevant policies (e.g., vehicle policy, travel policy, procurement policy, Operations Standard Operating Procedures, etc.)
  • Support in-country program team in development of quarterly plans for procurement, team logistics, and vehicle management (including vehicle fueling, maintenance and management)
  • Maintain a procurement tracking report to ensure that all orders are tracked from the point of request through to final receipt.
  • Serve as the coordinator for travel and support for members of the cross-cutting or EA Regional Teams traveling in the country, coordinating logistics of travel and accommodation
Office Management
  • Ensure the office environments in all offices are maintained to an appropriate level of organization and cleanliness, with monitored provision of sundries.
  • Coordinate the administration of office resources and arrange for the repair and maintenance of office equipment as directed.
  • Ensure that the generators for in-field office are serviced and maintained according to a preventative maintenance schedules
Fleet Management

  • Prepare and review monthly fuel reconciliation reports including vehicle maintenance reports, split them into programs, and advise Program Managers on the way forward
  • Oversee overall management of vehicle fleet, including establishing maintenance schedules, assurances about safety and security equipment, review and supervision of all office drivers and subordinate staff.
  • Responsible for ensuring that Logistics Assistants are organizing the day to day allocation of drivers and vehicles to support program activities in the country documents are filled out appropriately and on-time
  • Ensure that rental vehicles are fit for the purpose hired, hired drivers have an acceptable level of skills, and are briefed on Client policies and code of conduct.
  • Ensure vehicles have updated insurance, registration and other required documents.
Asset Management
  • In close collaboration with the Nairobi -based Technology Specialist, ensure there is an up-to-date and accurate asset registry for Kenya
  • Ensure Logistics Assistants carry out the issuance, transfer and return of assets to/from staff in different duty stations
  • Ensure that Logistics Assistants carry out a quarterly physical check of all assets and inventory in their respective Field Offices Safety and Security In Collaboration with HQ
  • Assist the CD in collecting, updating and communicating about the safety and security situation in the country and operational areas
  • Develops, maintains and coordinates updating of the Country Safety & Security Plan
  • With the support of the CD, ensures implementation of the Country Safety & Security Plan and other applicable safety and security related policies and procedures Supervises the country Communication/Phone Tree
  • Supports crisis or incident management, as required
  • Degree in business administration or related area, with a minimum of 5 years’ experience in administration/logistics work.
  • Strong organizational skills and management experience.
  • Team player, but with great ability of working effectively with minimum supervision
  • Excellent analytical skills with experience in data analysis and data management preferable 
  • Good interpersonal and communication skills including influencing and negotiation.
  • Experience of solving issues through analysis, definition of a clear way forward
  • Speaks and writes in both English and Kiswahili;
  • Excellent presentation skills in both languages. Highest integrity and attention to detail required
  • Experience managing drivers
  • Flexible, reliable, adaptable, responsible and team-oriented.
  • Strong computer skills (Word, Excel, PowerPoint, Outlook, Gmail, etc.). Ability to travel – mostly domestic, although likely some regional.
How to Apply

Please only send your CV quoting the job title in the email subject (Operations Coordinator) to on or before January 15th 2017. 

Kindly indicate your current/last salary on your CV.
Only shortlisted candidates shall be contacted. 

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