Job Opportunities

Job Description

Are you looking to work for an exciting influencer marketing and social commerce start-up that gives you an opportunity to challenge yourself, be part of a Kenyan success story and leverage your talent to do something meaningful and massive? We are seeking an experienced Operations Manager. The Operations Manager will offer operational leadership, supervise, and train employees, manage quality assurance of our services, strategize process improvements, and more.  As part of our operations team, you collaborate with multiple team members, leaders, and stakeholders, participating wherever necessary to ensure smooth, efficient operations which will include planning, coordinating, implementing, and overseeing various content creation, influencer marketing campaigns for a range of products and services.

Daily and Monthly Responsibilities

  • Lead, motivate, and support a large team within a time-sensitive and demanding environment
  • Multitask across multiple projects, triaging as necessary to ensure success.
  • Maintain constant communication with management, staff, and vendors to ensure proper operations of the organization
  • Develop, implement, and maintain quality assurance protocols
  • Improving operational management systems, processes and best practices
  • Ensure operational activities remain on time and within a defined budget
  • Monitor daily operations and address potential issues when they arise
  • Coordinating influencer marketing campaigns
  • Maintaining a great relationship with influencers, creatives, and clients.

Skills and Qualifications

  • Bachelor’s degree in operations management, business administration, or related field
  • 2+ years’ proven experience in an operations management position
  • Superb written and verbal communication skills
  • Strong time-management skills and the ability to organize and coordinate multiple projects at once.
  • Flexible team player willing to do what it takes to get the job done; adaptable and enjoys a challenge.
  • Highly trained in conflict management and business negotiation processes
  • Strong budget development and oversight skills
  • PMP certification is a huge plus

Method of Application

If you are interested in the position, please send your application(resume and cover letter) to hiring@twiva.co.ke no later than 16th August, 2021. Use “Operations Manager” as the subject of the email.

 

05 Jul, 2021

Procurement and IT Officer – Deadline: Not Specified

Report Directly to: Human Resources & Operations Manager

Collaborate with: Country staff and Partners and all Helen Keller Intl staff regional and HQ teams.

Major Duties and Responsibilities

  1. Procurement
    1. Developing procurement strategies that are inventive and cost-effective.
    2. Sourcing and engaging reliable suppliers and vendors.
    3. Pre-qualification of suppliers as provided in the procurement policy.
    4. Compliance with the procurement procedures as per the Helen Keller Intl and donor policies
    5. Spear heads the constitution of the procurement committees and the Terms of Reference.
    6. Creates purchase orders, ensuring relevant procurement procedures have been applied and all supporting documentation is attached.
    7. Ensuring all invoices received reconcile to the purchase orders accompanied by corresponding receipts.
    8. Negotiating with suppliers and suppliers to secure advantageous terms.
    9. Reviewing existing contracts with suppliers and service providers to ensure on-going feasibility.
    10. Ensuring the quality, relevance and conformity of all service provider contracts and administrative documents before they are signed.
    11. Coordinate the process of purchasing products or services and organising and confirming delivery of goods and services.
    12. Prepare the calls for tender and participate in the identification of the shortlist.
    13. Prepare the letter of invitation and draw up the contract or aim for orders.
    14. Management of the procurement budget
  2. Preparing procurement reports.
    1. Ensure that HKI operates in accordance with HKI’s and donor procurement policies, rules and regulations.
    2. Actively participate in the proposal and budget development process to ensure the development of procurement plans and subsequent work plans.
    3. Prepare annual procurement plans with quarterly and updates for procurements needed for the office and programs.
    4. Develop supplier and service provider database that meets the criteria-efficiency, effectiveness, quality, competitiveness and value for money.
    5. Develop delivery contracts, framework contracts and purchase orders in line with HKI contractual guidelines.
    6. Ensure documentation of the procurement process both electronic and manual filing systems in compliance with the Helen Keller Intl procurement manual procedures.
  3. Logistics and Administration
    1. Coordinate logistics and protocol of all missions
    2. Supervise the management and maintenance of the logistics of Helen Keller Intl (Real Estate, Furniture, Vehicles, Motorcycles, etc …)
    3. Manage the movement plans to ensure adherence of staff to the procedures and the facilitation of staff movement (by road and flights)
    4. Allow petty cash expenses for the office administration.
    5. Liaises with IT departments to ensure proper server usage and maintenance of staff laptops and the internet connectivity.
    6. Coordinate staff and office security
    7. In collaboration with the HR and Operations Manager, manage Kenya Visa, alien cards, and Work Permits for International staff; Ensure timely submission and follow-up as needed.
    8. Maintain a records management system meets Helen Keller Intl /donor requirements for records and archiving, and requires regular archiving of documents at secure locations (i.e., access security and security against records damage due to climate conditions);
    9. Work closely with the NGO board to ensure that the county office compliance.
  4. Asset Management
    1. Develop and manage appropriate physical inventory count procedures for the Nairobi office and field offices.
    2. Develop and manage procedures for the disposal of fixed assets to ensure appropriate levels and control over eventual sales values and donations.
    3. Enforce the systems, policies and procedures for the management of the organisation assets in the field offices as well as the Nairobi office.
    4. Maintain and update Asset inventory on a bi-annual basis and submit report to HQ.
  5. Motor Vehicle Management
    1. Ensure that all official vehicle documentation is current and available in the vehicles.
    2. Maintain a record for each vehicle.
    3. Analyse logbooks and fuel consumption. Report any anomalies.
    4. Perform any other task to contribute to the smooth running of the organization.

Required Qualifications and Experience

  1. Bachelor’s degree in supply chain management, logistics or business administration
  2. In-depth knowledge of the procurement procedures
  3. Proficient in Microsoft Office Suite
  4. Work experience in an international NGO in a similar position for at least three years

Required Skills and Competencies

  1. Highly organized and detail-oriented
  2. Excellent analytical and problem-solving skills.
  3. Ability to take initiative, multi-task and prioritize among competing demands.
  4. A good team player with strong interpersonal skills, outgoing personality and ability to work independently and effectively under pressure and on strict deadlines in a multi-cultural setting.
  5. Knowledge of USAID procurement regulations.

Method of Application

Qualified candidates should submit a cover letter and resume to KRecruitment@hki.org stating the job title in the subject line. Applications will be accepted until the position is filled

 

 

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