Procurement and Operations Officer, ESARO

SPECIFIC DUTIES:

More specifically, the roles and responsibilities of the Procurement and Operations Officer will be as follows:

• Procurement Management;
• 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 procedures
• 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 Management;
• Provide leadership and guidance to Office Assistants, Admin Coordinators, and Drivers to ensure effective administrative and logistical support.
• Coordinate and manage the project offices (Nairobi, Kakamega and Musoma) on a day-to-day basis including all required administrative duties.
• Oversee smooth day-to-day operations through joint planning, coordination, and collaboration with Programme and Corporate Services teams.
• Maintain a clean, safe, and compliant working environment in line with occupational health and safety standards, serving as secretary to the OSH Committee and ensuring implementation of OSH requirements.
• Manage outsourced service providers (e.g., cleaning, security), including scheduled performance reviews to ensure high-quality delivery of contracted services.
• Ensure operational SOPs, administrative policies, and tools are regularly updated and adhered to.
• Maintain organized filing, archiving, and record-keeping systems for contracts, donor documents, programme deliverables, and office records.
• Monitor and ensure timely renewal of leases, agreements, and insurance policies.
• Maintain and update the office security tree and share relevant security updates from the field to enhance staff safety.
• Asset & Inventory Management;
• Manage and maintain a complete and accurate asset register, ensuring regular tagging, tracking, and documentation of all assets.
• Conduct quarterly and annual physical asset verification and update NAV or designated asset management systems.
• Provide technical support to staff on proper usage, handling, storage, and maintenance of programme equipment and office assets.
• Ensure timely repair, servicing, and insurance renewal of all organizational assets.
• Oversee efficient management of office consumables, inventory, and supplies.
• Ensure compliance with disposal, transfer, and write-off procedures for obsolete, damaged, or surplus assets in line with policy.
• Fleet Management;
• Oversee fleet operations, ensuring alignment with fleet policies, procedures, and operational requirements.
• Conduct technical evaluations of fleet needs and ensure efficient fleet utilization and continuous performance assessment.
• Assess drivers’ technical capacity, provide continuous safety training, and promote adherence to security and driving standards.
• Promote technology solutions such as vehicle tracking, digital logs, and automated fueling systems to enhance fleet efficiency and accountability.
• Ensure all vehicles and motorcycles have valid insurance and comply with organizational security SOPs.
• Coordinate timely fleet maintenance and repairs through reputable service providers and ensure cost monitoring with regional liaison officers.
• Manage fuel usage through controlled fuelling systems and maintain strong internal controls.
• Oversee performance of outsourced fleet-related service providers and ensure timely payments for services delivered.
• Any other duties;
• Perform other duties as may be assigned from time to time.

REQUIREMENTS

Qualifications and Knowledge;

• A Master’s degree or equivalent in a relevant discipline (e.g., finance/accountancy, project management, business management, HR and Administration);
• Excellent knowledge of Kenyan, Tanzanian and Ugandan laws and regulations;

Work Experience;

• Minimum 8 years’ experience with demonstrable evidence of supporting a busy office;
• Work experience in an International Organization, NGO or Embassy an advantage;
• Strong project administrative skills including dealing with financial reports, audits and contracts;
• Knowledge and understanding of public procurement policies and systems in East Africa.
• Experience in large-scale bilateral/multi-lateral programme procurement/supply chain management.
• Experience in the development of procurement processes, procedures and tools.
• Solid experience in programme administration including sound knowledge of financial, procurement, administrative practices, and programme reporting.
• Programme management skills with strong ability to support the monitoring of programme budgets.
• Experience in VAT exemptions procedures.
• Strong negotiation and networking skills.
• Presentational and problem-solving skills.
• Solid Computer skills, including knowledge of MS Office applications. Knowledge of procurement applications is desirable.