Office and Procurement Associate-Nairobi, Kenya

OFFICE AND PROCUREMENT ASSOCIATE – NAIROBI, KENYA About GiveDirectly GiveDirectly has distributed over $1 billion in direct cash assistance to more than 2 million people across 15 countries since 2011, using electronic monitoring and payment technology to manage transfers end-to-end. The organization is built on the conviction that cash transfers represent one of the most effective, scalable, and respectful approaches to reducing poverty. The Role As Office and Procurement Associate, you will serve as an essential operational backbone for GiveDirectly's Nairobi office. Reporting to the Office and Procurement Manager and deputizing when needed, you'll manage day-to-day office administration while supervising office administrators. Your work directly enables teams to operate efficiently and deliver their programs effectively. Key Responsibilities Administration and Office Operations You will oversee routine administrative functions and ensure staff adherence to organizational procedures. This includes maintaining office equipment and facilities, arranging office events, processing cash requests for field activities, and monitoring staff accountability. You'll handle travel and accommodation bookings, supply procurement and distribution, staff payments verification and follow-up, office premises supervision, and contract payment schedules. Your administrative duties extend to budget assistance, G-Drive document filing, staff onboarding and offboarding, petty cash management, and support with internal and external audits. Procurement and Vendor Management You will coordinate procurement planning with program budget holders, develop and refine procurement policies, and review supplier contracts. Your responsibilities include vendor performance monitoring, pre-qualification processes for suppliers, market assessment and vendor mapping, and staff training on procurement procedures. You'll analyze procurement requirements, conduct negotiations, prepare contractual agreements, submit approval documents and correspondence, ensure timely vendor payments, and coordinate goods receipt and dispatch. Inventory, Stores, and Assets You will implement asset management procedures across offices, oversee asset movement and maintain updated inventory records with proper tagging and allocation. You'll ensure documented goods movements, prepare monthly stock certificates, record asset losses or damage with proper disposal forms, and conduct quarterly asset verification to ensure compliance with organizational standards. Security Coordination You will serve as the office's security focal point, update context-appropriate security policies, oversee guard deployment, train security personnel on standard operating procedures, and submit regular incident reports and security updates to your supervisor. What You Bring Education and Experience Bachelor's degree in Procurement and Supply Chain Management, Business Administration, or a related field. Minimum three years of professional experience in administrative and procurement management within the NGO sector. Core Competencies Proficiency with IT tools and applications, particularly MS Office and Google Workspace. Exceptional organizational skills coupled with meticulous attention to detail. Strong communication abilities in English, both written and spoken, with the capacity to navigate complex interpersonal dynamics. Demonstrated ability to interact effectively with international and national personnel while remaining adaptable to changing circumstances. Professional Attributes Strong process management capabilities, vendor and channel management expertise, contractual negotiation skills, and documentation and record-keeping proficiency. Bank management understanding, reporting competence, and excellent coordination abilities. A self-directed work approach with strong ownership mentality. Comfort with direct, candid feedback. High service orientation. Willingness to build new skills as required. Additional Advantages Clear understanding of procurement, office management, inventory, and assets management ethics. Demonstrated ability to enforce compliance with organizational and donor policies. Proven track record of working quickly and accurately while meeting deadlines. Alignment with GiveDirectly's core values and demonstrated commitment to its competencies. Willingness to travel to field locations throughout Kenya.