The Operations Officer provides hands-on operational support focusing on the execution and administration of operations including logistics, procurement, contracting, and asset management. The Officer ensures that all transactions are delivered timely, compliant, well-documented, and audit-ready, while applying a facilitative and capacity-supportive approach.
Key Responsibilities
Logistics Management:
- 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.
Operational Procurement Support:
- 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.
Contract & Grant Administration Support:
- 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.
Compliance, Documentation & Audit Readiness:
- 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.
Delivery, Verification & Coordination:
- 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.
Systems, Reporting & Coordination:
- 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.
Required Competencies & Qualifications
- Operational Logistics & Procurement Skills: Practical understanding of logistics, procurement, and contract administration processes.
- Attention to Detail: High accuracy in documentation, record-keeping, and compliance checks.
- Integrity & Accountability: Strong commitment to ethical practice, transparency, and responsible use of donor funds.
- Communication & Facilitation: Ability to communicate clearly with internal and external stakeholders.
- Education: Bachelor’s degree in Business Administration, Operations, Procurement, Supply Chain Management, or a related field.
- Experience: Minimum of 3-5 years’ experience in operations, procurement, contracting, grants administration, or operational support roles.
- Systems: Proficiency in ERP or procurement management systems and strong working knowledge of Microsoft Excel.
- Experience working with community-based organizations, RLOs, or donor-funded projects is an asset.
