Job particulars
- Job title
- Office & Procurement Associate
- Hiring organisation
- s Expand Recruitment Services
- Location
- Nairobi, Kenya
- Employment type
- Contract
- Work arrangement
- On-site
- Industry
- Procurement
- Level
- Middle
- Experience
- 3+ years
- Posted
- 30 Sept 2026
- Closing date
- 5 Oct 2026
Key responsibilities
- Administration and Office Management.
- Oversee the smooth flow of routine administrative work and ensure adherence to the organisation’s administrative procedures by staff.
- Ensure proper functioning and maintenance of office Equipment and other facilities.
- Assist in conducting and arranging for office events.
- Receive and process requests for cash for field activities and review staff accountability.
- Train staff on and enforce administrative policies.
- Make travel and accommodation arrangements and bookings for staff and partners.
- Ensure timely provision of supplies to enable smooth operation at the office.
- Verify staff, partner, and supplier payment requests and follow up on their payments with the Finance department.
- Supervise cleaning of the office premises every day and ensure the smooth running of the Office.
- Maintain schedules of payments and due dates for all running contracts with service providers.
- Assist in formulating department budgets and cash projections.
- Filing documents in reference files in G-Drive in line with GiveDirectly’s filing rules.
- Assist in on boarding of newly hired staff and off boarding of staff whose contracts have ended.
- Petty cash reconciliations, and monthly cash counts, keeping the cashbook according to GiveDirectly’s accounting policy.
- Support in the monitoring of expenses in accordance with the office management budget.
- Assist in the internal/ external controls and audits.
- Procurement and Contracts Management:.
- Support the development and implementation of policies and systems, identifying opportunities for risk mitigation and process improvement.
- Coordinate Procurement Planning and Execution in liaison with respective Program budget holders.
- Assist in reviewing supplier contracts.
- Monitoring vendor performance.
- Assist in Coordination and complete Pre-qualification Process leading to pre-qualified supplier lists for the organisation.
- Conduct market assessment, vendor mapping, Profiling, and maintaining a supplier database for commonly used items.
- Provide guidance, advice, and training to staff on procurement and logistics processes.
- Analyze Procurement requirements and select the most appropriate method depending on the value of procurement.
- Analyze, negotiate, and prepare contractual agreements and any addenda.
- Prepare and submit for review and approval of procurement documents, vendor correspondences and minutes of all procurement committees.
- Coordinate with the Finance department to ensure that all payments to vendors are made within less than 90 days from the invoice date.
- Support with receiving and dispatching of goods and services, while minimising costs.
Candidate requirements
- Bachelor’s Degree in Procurement and Supply Chain Management, Business Administration, or related & Equivalent field.
- Minimum of three years of experience in administrative and procurement management in the NGO sectors.
- Ability to interact effectively with international and national personnel, and adaptability to unanticipated circumstances.
- Good working knowledge of IT tools and applications, including MS Office and Google Workspace.
- Ensure staff and visitors comply with office entry procedures.
- Exceptional emotional intelligence and a demonstrated ability to work cross-culturally and cross-functionally.
- Exceptional organizational skills and attention to detail.
- Strong communication skills, including the ability to navigate complex interpersonal and office management situations.
- Strong ownership mindset and ability to work in a self-directed manner.
- Comfortable operating in a culture of direct, candid feedback.
- Excellent English oral and written skills and a high level of service orientation.
- Willingness to up-skill as required by the tasks to be performed.
- Willingness to travel to our field locations within Kenya.
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Hiring organisation
s Expand Recruitment Services