Office and Procurement Associate-Nairobi, Kenya

The Office and Procurement Associate plays a key role in keeping GiveDirectly’s office operations running smoothly and efficiently. Working closely with the Office and Procurement Manager, the role supports office administration, procurement and vendor management, inventory and asset management, and office security, while ensuring compliance with organizational policies and procedures.

This is a highly cross-functional role focused on ensuring teams have the operational support, services, and resources they need to deliver effectively.

Reports to and deputises for the Office and Procurement Manager; provides day to day supervision to office administrators.

Location: Nairobi, Kenya. 

Contract Type: Fixed-Term

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.

What Will Help You Succeed

•     A clear understanding of  Procurement, office management, Inventory, and assets management ethics.
•     Willingness and ability to enforce compliance with  GiveDirectly and donor policies and procedures.
•     The ability to interact effectively with international and national staff members is required.
•     A demonstrated ability to work quickly and accurately, meet deadlines, and process information in support of program activities.
•     Alignment with GiveDirectly Values and active demonstration of our core competencies.