MAJOR RESPONSIBILITIES:

SPECIFIC DUTIES:

More specifically, the roles and responsibilities of the Procurement and Operations Assistant 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.
Prepare clearance documents and obtain approvals in accordance with Internal Control System (ICS) procedures and Support contractual processes for equipment and supplies.
Upload invoices and travel authorizations to ERP Portal for approval.
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, Operations Coordinators, to ensure effective administrative and logistical support.
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.
Report IT faults to service providers, liaise with printer providers regarding meter readings/maintenance, and assist the Regional IT Officer with on-boarding new staff by setting up laptops.
Assist with protocol matters and process official documents with government departments, Embassies, and High Commissions, such as visa applications, ID cards, and vehicle registration.

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.

Any other duties;
Perform other duties as may be assigned from time to time.