Operations Officer

Applications will be reviewed on a rolling basis, and the vacancy may close once a suitable candidate has been identified.

Operations Officer

Supervisor: Project Director

Location: Nairobi

Background:

World University Service of Canada (WUSC) is a leading Canadian international development organization driving positive education and economic change for young people around the world. Our vision is a world where every young person thrives and belongs. We believe all young people should have the opportunity to fulfill their aspirations and create their own futures. To help achieve this goal, we develop initiatives that: deliver lasting, measurable impact; are powered by partnerships across the globe; stay true to our core programming principles; and respond to the priorities and aspirations of the people with whom we work.

WUSC is headquartered in Ottawa, Canada, and has offices across Africa, Asia, the Caribbean, Latin America, and the Middle East. Our global team of development professionals bring deep expertise and open minds to identify new solutions to old problems and create a better world together. WUSC offers a dynamic international work environment with a diverse intercultural workforce. We offer employees exciting opportunities to apply their skills and gain experience all while making a difference for youth around the world. Employees at WUSC work hard to create lasting change in the communities they serve.

Role Description:

The Operations Officer provides hands-on operational support focusing on the execution and administration of operations including logistics, procurement, contracting, and asset management. The Officer ensures that all transactions are delivered timely, compliant, well-documented, and audit-ready, while applying a facilitative and capacity-supportive approach

Key Responsibilities

• Coordinate and manage logistics across projects in collaboration with project teams.
• Develop and implement logistics strategies to optimize efficiency and reduce costs.
• Maintain accurate records of all logistics activities.
• Liaise with vendors, suppliers, and service providers to ensure timely and accurate delivery of goods and services.
• Monitor and evaluate the performance of logistics service providers and make recommendations for improvements.

Operational Procurement Support

• Support day-to-day procurement actions;
• Process approved purchase requisitions and coordinate competitive procurement processes (RFQs/RFPs) for goods and services.
• Prepare bid analysis summaries and comparative evaluations for review and decision-making purposes
• Maintain and update pre-qualified supplier lists for frequently procured goods and services.

Contract & Grant Administration Support

• Draft standard contracts, purchase orders, and service agreements using approved templates and guidance.
• Support the administration of grant agreements and partner contracts by maintaining accurate records and tracking key dates, deliverables and payments;
• Maintain a contract and grant tracking system to monitor contract status, expiry dates, renewals, and payment milestones.
• Liaise with vendors, consultants, and partners to support timely delivery of goods, services, and required documentation.

Compliance, Documentation & Audit Readiness

• Ensure all procurement and contracting files are complete and audit-ready, including approvals, quotations, evaluations, contracts, and delivery records.
• Verify that vendors and service providers complete required vetting and due diligence processes prior to engagement.
• Support the Senior Officer in preparing documentation for internal and external audits, reviews, and spot checks.
• Collaborate closely with the finance unit to ensure compliance.

Delivery, Verification & Coordination

• Verify delivery of goods and services against purchase orders and contract specifications, confirming quality, quantity, and compliance.
• Coordinate with Finance and relevant teams to support asset handover, inventory recording, and payment processing.
• Flag delivery, performance, or documentation issues to the Senior Officer for resolution.

Systems, Reporting & Coordination

• Maintain accurate procurement, contract, and grant records within designated systems and filing structures.
• Prepare routine status updates on pending requisitions, active contracts, and documentation gaps.
• Support coordination with programme teams by providing clear updates on procurement and contracting timelines.

Required Competencies

• Operational logistics and Procurement Skills: Practical understanding of logistics, procurement and contract administration processes.
• Attention to Detail: High accuracy in documentation, record-keeping, and compliance checks.
• Integrity & Accountability: Strong commitment to ethical practice, transparency, and responsible use of donor funds.
• Communication & Facilitation: Ability to communicate clearly with internal and external stakeholders

Qualifications & Experience

• Bachelor’s degree in Business Administration, Operations, Procurement, Supply Chain Management, or a related field.
• Minimum of 3-5 years’ experience in operations, procurement, contracting, grants administration, or operational support roles.
• Experience working with community-based organizations, RLOs, or donor-funded projects is an asset.
• Proficiency in ERP or procurement management systems and strong working knowledge of Microsoft Excel.

Other requirements:

• The headquarters of this initiative is located in Nairobi, Kenya;

WUSC’s activities seek to balance inequities and create sustainable development around the globe; the work ethic of our staff, volunteers, representatives and partners shall correspond to the values and mission of the organization. WUSC promotes responsibility, respect, honesty, and professional excellence, and we will not tolerate harassment, coercion, sexual exploitation or abuse of any form. Successful applicants will be required to undertake an enhanced criminal record check where appropriate.