Senior Associate – Administration & Logistics oversees office administration, procurement, and logistical operations, requires a Business Administration/Logistics Degree and 2+ years administration experience. Full-time role in Kakamega.
About the Position
BRAC
International UPGI is seeking to hire a Senior Associate – Administration &
Logistics. Based at the BRAC International Regional Office (UPGI) in Kenya and
reporting to the Director Finance & Operations, the role will support the
effective coordination and delivery of administrative and logistics services
across UPGI’s Africa portfolio.
The
position will provide day-to-day operational support to UPGI teams across
different departments and countries, including programme logistics, procurement
and contracting support, travel coordination, office administration, asset and
inventory management, payment coordination, vendor management, risk management,
and support for meetings, workshops and events.
The role
will work closely with UPGI programme teams, Corporate Services, Finance and
country teams to ensure timely and efficient delivery of services in line with
BRAC International policies, procedures and applicable requirements
Responsibilities
Business
services & Coordination
Coordinate
procurement processes in line with BRAC International procurement policies,
donor requirements, and applicable local regulations.
Prepare
and process procurement documentation, ensuring all submissions are complete,
compliant, and ready for review and approval.
Support
the end-to-end contracting process for consultants and service providers,
ensuring timely mobilization and contract execution.
Serve as
the primary focal point for consultants, contractors, and vendors, facilitating
effective communication, coordination, and follow-up.
Prepare
payment documentation and coordinate payment requests to support timely
processing for consultants, suppliers, and service providers.
Follow
through with Treasury ( Accounts Payable function) for external vendor
settlements and all internal transfers for travel bills
Contract
Administration
Coordinate
consultant onboarding, contract administration, amendments, renewals, and
contract close-out.
Maintain
consultant and service contract trackers, monitoring key milestones, renewals,
and expiry dates in liaison with the Corporate Services
Maintain
contract records and supporting documentation to ensure compliance and audit
readiness.
Risk
Management
Coordinate
quarterly operational risk register updates and reporting.
Support
implementation of internal policies and operational procedures.
Maintain
operational records, document repositories, and compliance trackers.
Planning
and Reporting :
Coordinate
annual procurement planning and maintain and updating of the procurement plans,
Prepare
reports, dashboards, trackers, and management updates.
Support
follow-up on action points arising from operational meetings and requests from
countries and central functions.
Coordinate
and support programme-wide operational activities, workshops, meetings for
central teams
Coordinate
staff onboarding on procurement. Admin & Logistics
Coordinate
programme subscriptions, licences, and other shared operational services.
Coordinate
programme-wide operational activities, workshops, meetings, and virtual events.
Serve as
the UPGI focal point for the Zoho Travel platform by coordinating user
onboarding, access requests, troubleshooting, policy guidance, and liaison with
the Corporate Services Travel Team.
Coordinate
office administration and logistics requirements, including supplies,
equipment, facilities-related requests and shared services.
Maintain
and support country asset and inventory records, including additions,
transfers, assignments and periodic verification in coordination with relevant
teams.
Coordinate
travel and logistics arrangements for staff, consultants, partners, workshops
and programme activities, including accommodation, ground transport and related
administrative support.
Other
(Safeguarding Responsibilities)
Ensure
the safety of team members from any harm, abuse, neglect, harassment, and
exploitation to achieve the program’s goals of safeguarding implementation.
Practice,
promote and endorse the issues of safeguarding policy among team members and
ensure the implementation of safeguarding standards in every course of action.
Follow
the safeguarding reporting procedure in case any reportable incident takes
place and encourage others to do so.
Qualifications
Bachelor’s
degree in Business Administration, Procurement and Supply Chain Management,
Operations Management, Project Management, Finance, Commerce, or another
relevant field.
Minimum
of 2-4years of relevant professional experience in business operations,
programme support, procurement, administration, logistics, contract
administration, or project coordination
Experience
supporting multi-country programmes or working within an international
NGO/development organization is highly desirable.
Strong
coordination and organizational skills.
Excellent
stakeholder management and communication skills.
Strong
planning, reporting, and analytical abilities.
Experience
using ERP and business systems (e.g., Oracle, Zoho, SAP, NetSuite, or similar).
Excellent
Microsoft Office skills, particularly Excel and PowerPoint.
Ability
to manage multiple priorities and work across geographically dispersed teams.
Strong
attention to detail, professionalism, and customer-service orientation.
Experience
coordinating vendors, travel, events, assets/inventory, and administrative
services is desirable.
Professional
certification or relevant training in Procurement & Supply Chain
Management, Project Management, Business Administration, Operations Management,
or a related discipline will be an added advantage
