WUSC
Background:
World University Service of Canada (WUSC) is a leading Canadian international development organization that works with and through its southern partners to promote sustainable development. Founded in 1957 and currently working in more than 20 countries worldwide with an annual budget of approximately $45 million dollars, WUSC fosters youth-centered solutions for improved education, economic, and empowerment opportunities to overcome inequality and exclusion. We believe youth have the potential to provide for their families, build strong communities, and create positive social change for future generations. Globally, WUSC has a network of higher education institutions, civil society organizations, private sector partners, professionals, students, volunteers, faculty, and community leaders that can be leveraged to support our work. WUSC’s members are Canada’s most globally engaged post-secondary institutions. WUSC offers a dynamic international work environment with a diverse intercultural workforce. We offer employees exciting opportunities to apply their skills and gain experience all while making a difference for youth around the world. Employees at WUSC work hard to create lasting change in education, employment and empowerment
Job Role
Under the supervision of the Senior Operations Manager, the Operations Officer supports day to day procurement activities, asset management, logistics management, recruitment support and leave management. He/she will work closely and in collaboration with the WUSC team in Kenya to enhance efficiency in provision of goods and services
Procurement & Logistics- (70%)
§ Provides technical support across procurement activities during all phases of the procurement cycle;
§ Ensures full compliance of procurement activities in line with WUSC & Donor policy regulations and strategies;
§ Support WUSC projects to develop annual procurement plans that are aligned to project budgets and work plans;
§ Support the Implementation of effective internal controls; contributes and strengthens institutional procurement policies and procedures;
§ Support the development of a country level client-oriented procurement management system;
§ Analyze and evaluate procurement requests and ensure appropriateness of technical specifications;
§ Develops and prepares RFQ/P’s for procurement of routine and non-routine goods and services;
§ Prepares tender documents when need be; purchase and contract documents;
§ Supports the development of standards and criteria for the evaluation of goods, services, supplier capacity, etc.;
§ Convenes and participates on procurement; documents recommendations by the panel for finalization of procurement processes for approval;
§ Prepares submissions to the approving committees for review and subsequent approval ensuring the relevant supporting documents are complete and validated;
§ Maintains the supplier database;
§ Ensure efficient filing & archiving of procurement documentation (tender documents, contracts, quotations, etc.);
§ Ensure timely updates are provided to the project teams; provide monthly updates on outstanding procurement processes
§ Receives and verify goods against LPO’s; submits invoices to the finance office for payment;
§ Prepares consultants contracts and addendums
Asset Management
§ Responsible for the maintenance and regular update of the asset register according to policy
§ Support, review & strengthen the monthly asset verification process; investigate and document any loss or damages
§ Responsible for conducting annual physical verification of assets and preparation of annual physical verification reports
§ Responsible for storage of office equipment and supplies, ensuring that appropriate records are maintained
§ Responsible for equipment movement, ensuring that proper records are maintained
Logistics Management
§ Supports requests for travel; liaises with WUSC Kenya staff, program participants and other stakeholders directly to book travel, visas, accommodations and meals
§ Ensures flight/cargo and hotel reservations are carried out in a timely manner;
§ Coordinates all logistics for convening events, meetings and workshops
§ Ensures follow through on all things Logistics.
Operations Management – 30%
Recruitment/ New Hire Process
§ Providing support in the recruitment/hiring processes that may include posting vacancy announcements; organizing resumes and job applications, scheduling job interviews and assisting in interview processes.
§ Prepares new employee files ensuring all required documents are in place.
§ Support employee/consultant induction process
§ Assist in conducting background checks and candidate’s documents/information verification.
Leave & record Management
§ Responsible for electronic and physical filing of all HR related documents;
§ Maintain current consultancy files and databases;
§ Ensuring timesheets are completed and filed every month;
§ support the tracking of annual leave providing periodic updates to respective team members.
Competencies
o Adaptable, flexible, able to take initiative and prioritize among competing demands
o A good team player with strong interpersonal skills, outgoing personality, and ability to work independently and effectively under pressure and on strict deadlines and in a multicultural setting
o Excellent knowledge of Google Suite Apps (Google sheets, Google Docs, Google slides, Gmail etc)
o Excellent oral and written communications skills in English
o Adherence to WUSC values and safeguarding policy
Qualifications:
o Minimum bachelor’s degree in Procurement and /or Supply Chain Management or related
o A Masters’ degree in procurement or Supply chain management and/or CIPS certification is an added advantage.
o KISM Membership is desirable.
o Experience in the use of Google Suite applications.
o A Minimum of 5yrs work experience in a position with similar responsibilities.
o Previous experience working with development, fast and dynamic work environments.
How to apply
Applications:
WUSC’s activities seek to balance inequities and create sustainable development around the globe; the work ethic of our staff, volunteers, representatives and partners shall correspond to the values and mission of the organization. WUSC promotes responsibility, respect, honesty, and professional excellence, and we will not tolerate harassment, coercion, sexual exploitation or abuse of any form. Successful applicants will be required to undertake an enhanced criminal record check where appropriate.
Only those candidates selected for an interview will be contacted. WUSC is an equal opportunity employer. We welcome and encourage applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process. If you wish to apply for this exciting role, please submit your resume, covering letter, as one PDF file here
Applications will be reviewed on a rolling basis
Due to the urgency to fill this role, applications will be reviewed on a rolling basis and we reserve to close this advert before the confirmed closing date when we are in receipt of sufficient applications
Only those candidates selected for an interview will be contacted. Please note that communications skills will be assessed at further stages of recruitment.
WUSC does not charge a fee at any stage of the recruitment process.
Applicants must have the relevant immigration status to work in Kenya