Purpose of the jobThe Operations Officer will work under the supervision of the Country HR &amp; Operations Manager together with projects and administrative staffs, ensure efficient and timely timely procurement of goods, works, consultancy and non-consultancy services including contracting with partners. Manages and organises integrated process delivery, optimising the use of guidelines and procedures within projects. This related to one or more of the operation support services: procurement, administration, logistics, inventory management, Vehicle Management. Anticipates on delivery challenges to ensure service continuity.Key ResponsibilitiesProcurement Management<ul><li>Ensure timely, transparent, and compliant procurement of goods, works, consultancy, and non-consultancy services in line with organizational policies, donor requirements, and procurement guidelines.</li><li>Prepare and manage procurement plans in coordination with project teams and monitor implementation against timelines and budgets.</li><li>Conduct market assessments, prepare solicitation documents (RFQs, RFPs), manage bid processes, and support evaluation committees.</li><li>Prepare comparative statements, evaluation reports, and procurement recommendations for approval.</li><li>Draft, review, and manage contracts, purchase orders, and service agreements, ensuring proper documentation and approvals.</li><li>Maintain accurate procurement records and filing systems through SAP by Design and ensure hard copies for audit and reporting purposes.</li><li>Liaise with suppliers, vendors, consultants, and partners to ensure quality, cost-effectiveness, and timely delivery of goods and services.</li></ul>Administration and Office Management<ul><li>Support day-to-day administrative operations to ensure smooth functioning of the country office and project offices.</li><li>Coordinate office facilities management, including utilities, repairs and maintenance, office supplies, and service contracts.</li><li>Support travel arrangements, accommodation, and logistics for staff, consultants, and visitors in compliance with organizational procedures.</li><li>Ensure proper documentation, filing, and record management for administrative and operational activities.</li></ul>Logistics and Inventory Management<ul><li>Manage logistics arrangements for projects, including transportation, storage, and distribution of goods and equipment.</li><li>Maintain updated inventory records for assets, equipment, and consumables; conduct regular physical verification and reconciliation.</li><li>Ensure proper tagging, custody, transfer, and disposal of assets in line with organizational asset management policies.</li><li>Prepare inventory and asset reports for management and audits.</li></ul>Vehicle and Transport Management<ul><li>Support vehicle management, including scheduling, fuel monitoring and reconciliation report, maintenance, insurance, registration, and logbook management.</li><li>Ensure compliance with vehicle use policies, safety standards, and cost-control measures.</li><li>Supervise and coordinate with drivers and service providers to ensure efficient and safe transport services.</li></ul>Compliance, Risk Management, and Controls<ul><li>Ensure all procurement and administrative activities comply with internal policies, donor regulations, and local laws.</li><li>Identify operational risks and bottlenecks and propose mitigation measures to ensure service continuity.</li><li>Support internal and external audits by providing required documentation and responding to audit queries.</li><li>Promote segregation of duties, transparency, and accountability in all operational processes.</li></ul>Coordination and Support to Projects<ul><li>Work closely with project teams to understand operational needs and provide timely procurement and administrative support.</li><li>Support project staff on procurement planning, processes, and documentation requirements.</li><li>Support partner contracting processes and ensure proper compliance monitoring.</li></ul>Reporting and Documentation<ul><li>Prepare regular operational, procurement, and inventory reports for management review.</li><li>Maintain up-to-date trackers for procurement, contracts, assets, and vehicles.</li><li>Ensure proper archiving of procurement and administrative documents in line with retention policies.</li></ul>Capacity Building and Continuous Improvement<ul><li>Support orientation and guidance for staff on procurement and administrative procedures.</li><li>Contribute to improving operational systems, tools, and processes to enhance efficiency and effectiveness.</li><li>Stay updated on organizational policies, donor requirements, and best practices in operations and procurement.</li></ul>The above list of job responsibilities is not exclusive or exhaustive and the position will be required to undertake any assigned responsibilities assigned by his/her Supervisor as may reasonably be expected within the scope of the position.

SNV is a mission-driven global development partner strengthening capacities and catalysing partnerships&nbsp;that can transform the agri-food, energy, and water systems.

Operations Officer- Procurement & Administration

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About the Company

SNV

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