Position Vacancy: Senior Operations Coordinator, CIAT

The Alliance of Bioversity International and the International Center for Tropical Agriculture (CIAT) delivers research-based solutions that harness agricultural biodiversity and sustainably transform food systems to improve people’s lives. Alliance solutions address the global crises of malnutrition, climate change, biodiversity loss, and environmental degradation.

With novel partnerships, the Alliance generates evidence and mainstreams innovations to transform food systems and landscapes so that they sustain the planet, drive prosperity, and nourish people.

The Alliance is part of CGIAR, a global research partnership for a food-secure future.

About the position
The Senior Coordinator will provide overall administrative, protocol and program support to the ongoing Projects of The Alliance of Bioversity and CIAT in the Africa Region. The position will work closely with the Africa Operations Manager and the Finance and Administrative teams for efficient and effective support to programs to ensure adherence to policies, procedures and compliance with organization and host country requirements. The position will supervise operations staff in the Kenya Regional Office and support Operations staff in the countries to ensure effective support to country operations.

Responsibilities
1. Provide on-site support and train countries operations teams to ensure adherence and Compliance to Host Country Requirements, Alliance Policies & Procedures in supporting Projects & General Administration:

  • Lead the procurement management processes – identifying, evaluating and recommending potential suppliers/service providers and management of active Prequalified Supplier list.
  • Oversee Fleet Management and take a lead in office vehicle acquisitions, registration, vehicle utilization, maintenance, reporting and disposal.

2. Manage Operations stake-holders engagements.

  • Monitor relevant host government laws and regulations in the country (tax, levies, hosting, etc.) continuously and keep management updated.
  • Oversee the Travel and Conferences function by managing service provider relationships and ensuring adherence to travel authorization procedures
  • Handle staff accident matters – liaison with police for reporting and insurance for claims in Kenya.
  • Coordinate logistics (arrivals/departure) of the Alliance staff/visitors in close liaison with program administrative staff.
  • Support station audit processes in liaison with the Operations Manager by continuously monitoring documentation and processes and ensure implementation of audit

3. Manage and coordinate the logistics, procurement, and administration of project operations in the country office by ensuring adherence and compliance to host country requirements and organization policies:

  • Manage and monitor agreements (hosting, work permits/visas third-party, etc.) pertaining to The Alliance and Government of Kenya and advise on the changes of regulations in the country.
  • Coordinate tax/duty exemption applications from the Government where applicable, ensuring compliance with regulations in line with host country agreement.
  • Coordinate and manage assets and fleet in the region
  • Ensure sufficient internal control systems are in place for operational processes, ensuring proper documentation, segregation of duties and internal checks.
  • Ensure compliance to operation reporting timelines for vehicle, fuel usage, procurement report, protocol and security.
  • Work closely with finance team to ensure compliance of Operations Unit petty cash, payments/budget approvals and office shared cost distribution matrix.

Requirements

  • University degree in Procurement/Logistics/Business Administration or related field
  • At least five (5) years of relevant work experience in a closely related field gained in an international organization
  • Good knowledge of rules, regulations and procedures of government and related agencies
  • Strong proficiency of the English language, both written and spoken

Skills and Competencies

  • Excellent interpersonal skills including the ability to work effectively with other national and cultural backgrounds
  • Excellent organizational and problem-solving skills
  • Strong client service orientation with a genuine appreciation for and understanding of protocol, discretion and professionalism
  • Proactive with strong ability to co-ordinate, prioritize and organize workload
  • Excellent knowledge of computer applications, especially Excel and ERP systems and ability to learn new applications quickly.

Terms of employment
This is a nationally recruited position based in Nairobi, Kenya. The contract will be for One year period, subject to a probation period of three (3) months and is renewable depending on performance and availability of resources. The Alliance offers a multicultural, collegial research environment with competitive salary and excellent benefits; we believe that the diversity of our staff contributes to excellence. The Alliance is an equal opportunity employer, and strives for staff diversity in gender and nationality.

Applications
Applicants are invited to visit https://www.bioversityinternational.org/jobs/ to get full details of the position and to submit their applications. Applications MUST include reference number Ref: 102316- Senior Operations Coordinator as the position applied for. Application and CV should be saved as one document using the candidate’s last name, first name for ease of sorting.

Note: The Alliance does not charge a fee at any stage of the recruitment process (application, interview meeting, processing or training). The Alliance also does not concern itself with information on applicants’ bank accounts.

Applications closing date: 15th February 2022
Please note that email applications will not be considered.
Only short listed candidates will be contacted.

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