Job Summary:
The Operations Associate supports the efficient management of organizational operations by coordinating administrative, logistics, procurement, inventory, facilities, and fleet activities. The role ensures that operational processes are implemented effectively and in compliance with organizational policies, donor requirements, and applicable regulations to facilitate smooth program delivery.
Key Responsibilities:
Operations and Administrative Support
• Support the day-to-day operations of the organization to ensure efficient service delivery.
• Coordinate office administration and maintain an organized filing and documentation system.
• Monitor office supplies and ensure timely replenishment of materials and equipment.
• Support the implementation of operational policies, procedures, and standard operating guidelines.
• Maintain records of assets, inventory, and operational documents.
Procurement and Logistics
• Initiate and track procurement requests in accordance with organizational procedures.
• Assist in sourcing quotations, preparing purchase requests, and following up on deliveries.
• Coordinate the receipt, inspection, and distribution of supplies and equipment.
• Support inventory management and periodic stock counts.
• Ensure proper documentation of procurement and logistics transactions.
Fleet and Asset Management
• Support the management and tracking of organizational assets and equipment.
• Maintain asset registers and ensure proper tagging and documentation.
• Coordinate vehicle movement schedules, fuel records, and maintenance requirements.
• Monitor the condition and utilization of organizational assets and report issues promptly.
Facilities Management
• Ensure office premises are safe, clean, and functional.
• Coordinate repairs, maintenance, and utility services.
• Monitor the availability and functionality of office equipment and facilities.
• Liaise with vendors and service providers to ensure quality services.
Compliance and Reporting
• Ensure operational activities comply with organizational policies and donor requirements.
• Maintain accurate records and support internal and external audits.
• Prepare operational reports, inventory reports, and asset status updates.
• Support risk management and adherence to health, safety, and security procedures.
Coordination and Support
• Work closely with program, finance, and HR teams to support effective project implementation.
• Coordinate logistics arrangements for meetings, workshops, and field activities.
• Maintain positive relationships with suppliers, vendors, and stakeholders.
• Perform any other duties assigned by the Operations Manager.
Qualifications and Experience
• Bachelor’s degree in Business Administration, Logistics, Supply Chain Management, Public Administration, or a related field.
• Minimum of 2–3 years of experience in operations, logistics, procurement, or administration.
• Knowledge of inventory and asset management systems.
• Proficiency in Microsoft Office applications and digital record-keeping tools.
• Experience working with NGOs or development organizations is an added advantage.
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