Operations Officer

Country: Kenya

Organization: UCSF Global Programs for Research & Training

Closing date: 2 Dec 2022

Background

Global Programs for Research & Training (Global Programs) is an international non-governmental organization in Kenya. Registered in 2014, Global Programs is a wholly owned and controlled affiliate of the University of California, San Francisco (UCSF).

Global Programs facilitates the expanded presence and operations for researchers from UCSF and its affiliates, working in collaboration with key partners including the Ministry of Health, Kenya Medical Research Institute (KEMRI), donors and other local and international partners to implement health programs across Kenya.

Global Programs seeks to recruit an Operations Officer to support the program operations.

Under the direction of the Director of Finance & Operations, the Operations Officer will:

• Provide programmatic, financial and administrative operations support


• In liaison with the Procurement and Finance teams, review and maintain service contracts and agreements and make recommendations for changes, as needed.


• Track and review invoices and statements from vendors to facilitate payment for various services


• Manage travel arrangements for staff and collaborators and coordinate related logistics in line with the travel policy


• Maintain good working relations with partners, staff and service providers


• Liaise with the relevant government offices for permits and licenses


• Facilitate insurance claims and support renewal of insurance


• Maintain motors vehicles and motorcycles inventory and liaise with the Transport Team for inspections and logbook issues


• Maintain website as needed


• Work with the Operations Team to improve efficiency and responsiveness


• Responsible for facilities management, ensuring premises are clean, in good repair and safety and security procedures are in place and complied with.


• Maintain inventory of all items and materials stored in the office or in storage


• Bank agent and petty cash custodian


• Any other duties as may be assigned

Procurement

• Maintain and update the asset register and ensure that all equipment is tagged and regularly maintained, and issuance records current


• Assist in the procurement of goods and services as per policy

Human Resources

• Support on-boarding processes


• Supervise staff, as assigned


• Support staff welfare activities

The position requires a one-year commitment, with the potential for extension at the end of the period, subject to funding availability.

Minimum Requirements:

• Bachelor’s degree

• Minimum of five years relevant work experience in project management and operations

• Proficiency in Word, Excel and PowerPoint

• Fluency in written and verbal English

• Experience with US government regulations and procedures will be an added advantage.

Other Desired Skills/ Qualities

• Strong planning, organization and management skills

• Ability to coordinate multiple events

• Strong interpersonal and communication skills

• Demonstrated ability to perform duties responsibly under minimum or no supervision

How to apply

Qualified Kenya nationals are encouraged to apply.

Applicants must address each selection criterion detailed in the minimum requirements above with specific and comprehensive information supporting each item.

Applications must include a

• Cover letter


• Current CV with names and contact details of three referees

Applications should be sent by email to HR.Kenya@ucglobalprograms.orgwith the email subject, Operations Officer by Friday, December 2, 2022

Only short-listed candidates will be contacted.