Operations Coordinator at BRAC Jobs In Kenya

Job Description

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.

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.

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.