Senior Associate – Administration & Logistics -Kisii NGO Job BRAC

Logitics Jobs, BRAC Jobs. Senior Associate – Administration & Logistics -Kisii oversees office administration, procurement, and logistical operations, requires a Business Administration/Logistics Degree and 2+ years administration experience. Full-time role in Kisii.

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

How to Apply

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