Operations Officer

Join WUSC as an Operations Officer in Nairobi, providing logistical and procurement support in an international development context.

• Coordinate and manage logistics across projects in collaboration with project teams.
• Develop and implement logistics strategies to optimize efficiency and reduce costs.
• Maintain accurate records of all logistics activities.
• Liaise with vendors, suppliers, and service providers to ensure timely and accurate delivery of goods and services.
• Monitor and evaluate the performance of logistics service providers and make recommendations for improvements.
• Support day-to-day procurement actions;
• Process approved purchase requisitions and coordinate competitive procurement processes (RFQs/RFPs) for goods and services.
• Prepare bid analysis summaries and comparative evaluations for review and decision-making purposes
• Maintain and update pre-qualified supplier lists for frequently procured goods and services.
• Draft standard contracts, purchase orders, and service agreements using approved templates and guidance.
• Support the administration of grant agreements and partner contracts by maintaining accurate records and tracking key dates, deliverables and payments;
• Maintain a contract and grant tracking system to monitor contract status, expiry dates, renewals, and payment milestones.
• Liaise with vendors, consultants, and partners to support timely delivery of goods, services, and required documentation.
• Ensure all procurement and contracting files are complete and audit-ready, including approvals, quotations, evaluations, contracts, and delivery records.
• Verify that vendors and service providers complete required vetting and due diligence processes prior to engagement.
• Support the Senior Officer in preparing documentation for internal and external audits, reviews, and spot checks.
• Collaborate closely with the finance unit to ensure compliance.
• Verify delivery of goods and services against purchase orders and contract specifications, confirming quality, quantity, and compliance.
• Coordinate with Finance and relevant teams to support asset handover, inventory recording, and payment processing.
• Flag delivery, performance, or documentation issues to the Senior Officer for resolution.
• Maintain accurate procurement, contract, and grant records within designated systems and filing structures.
• Prepare routine status updates on pending requisitions, active contracts, and documentation gaps.
• Support coordination with programme teams by providing clear updates on procurement and contracting timelines.

• Bachelor’s degree in Business Administration, Operations, Procurement, Supply Chain Management, or a related field.
• Minimum of 3-5 years’ experience in operations, procurement, contracting, grants administration, or operational support roles.
• Experience working with community-based organizations, RLOs, or donor-funded projects is an asset.
• Proficiency in ERP or procurement management systems and strong working knowledge of Microsoft Excel.
• The headquarters of this initiative is located in Nairobi, Kenya;