Organization overview

EngenderHealth’s vision is a world where sexual and reproductive health rights are respected as human rights, and women and girls have the freedom to reach their full potential. This emphasis on rights directly underpins EngenderHealth’s values and principles: choice, quality, and excellence.

To achieve transformational change leading to true social and economic progress, EngenderHealth partners with diverse organizations across sectors with the shared goal of highlighting women’s value to sustainable development.

Job summary

The Operations Assistant supports the efficient day-to-day operation of the office by assisting with procurement, logistics, asset and inventory management, office facilities, travel coordination, safety and security procedures, regulatory documentation, and administrative recordkeeping.

The position ensures that administrative activities are carried out accurately, promptly, and in accordance with organizational policies and procedures.

Key responsibilities

Procurement and vendor administration

• Support the procurement process by preparing procurement requests, obtaining and evaluating quotations, preparing purchase orders, and maintaining complete and accurate procurement records.
• Assist with vendor identification, due diligence, contracting, performance monitoring, and maintenance of an up-to-date supplier database.
• Follow up with suppliers to ensure timely delivery and verify that goods and services meet approved specifications before submitting documentation for payment.

Asset, inventory and supplies management

• Maintain accurate asset and inventory registers, including the labelling, allocation, transfer, repair, and disposal of organizational assets.
• Manage the receipt, inspection, storage, issuance, and replenishment of office supplies and equipment, and conduct periodic physical verification.
• Coordinate equipment maintenance and promptly report any lost, damaged, obsolete, or unserviceable assets.

Office and facilities administration

• Support the day-to-day management of office premises and facilities by coordinating cleaning, utilities, repairs, maintenance, and other essential office services.
• Monitor facility service contracts and liaise with landlords, utility companies, contractors, and other service providers to ensure timely and satisfactory delivery of services.
• Ensure that workspaces and shared facilities remain clean and functional, and promptly report and follow up on facility-related issues until they are resolved.

Vehicle administration

Maintain accurate vehicle records, including logbooks, fuel consumption reports, service and allocation schedules, inspection records, insurance documents, and statutory documentation.

Safety, security and business continuity

Support the implementation of office safety, security, emergency preparedness, business continuity, insurance, and asset-protection procedures, including maintaining emergency contacts, coordinating briefings and drills, and regularly inspecting safety equipment.

Record and report safety and security incidents and assist in processing insurance claims related to organizational assets, vehicles, and facilities.

Statutory and regulatory administration

• Assist in coordinating statutory registrations, licences, permits, and regulatory filings, including preparing supporting documents and following up on submissions and renewals with the relevant authorities.
• Maintain an up-to-date compliance calendar and organized records of all licences, certificates, registrations, permits, payments, and official correspondence.

Audit and records management

• Prepare and maintain accurate, complete, properly approved, confidential, and easily retrievable administrative, procurement, asset, vehicle, and facilities records for internal and external audits.
• Respond to audit documentation requests, track audit findings, support the implementation of agreed recommendations, and strengthen administrative filing and internal control systems under the supervisor’s guidance.

Travel and logistics coordination

Coordinate approved travel and logistical arrangements for employees, consultants, and visitors, including quotations, authorizations, transport, air tickets, accommodation, visas, airport transfers, itineraries, and required approvals.

Support the processing and reconciliation of travel advances and expenses, coordinate logistics for meetings, workshops, training sessions, and organizational events, and maintain accurate travel and logistics records.

General administrative support

Provide general office support by receiving and directing visitors, calls, correspondence, and deliveries, and by coordinating meeting logistics, materials, attendance records, refreshments, and minutes as required.

Draft routine administrative correspondence and reports, maintain orderly electronic and physical filing systems, and perform other related duties assigned by the supervisor.

Requirements

• Diploma or bachelor’s degree in business administration, Procurement and Supplies Management, Public Administration, Logistics, Human Resources, or a related field.
• At least two years of relevant experience in administration, procurement, logistics, office management, or a related function.
• Experience working with an NGO, development organization, or similar institution is an added advantage.
• Basic knowledge of procurement, asset management, travel administration, and records management.
• Proficiency in Microsoft Office applications, particularly Word, Excel, Outlook, and PowerPoint.
• Basic analytical, budgeting, and recordkeeping skills.
• Commitment to organizational policies, safeguarding standards, and ethical conduct.

Essential soft skills

• Committed to Engender Health's core organizational values of reflection, inclusion, integrity, respect, and transformation.
• Excellent communication and writing skills.
• Proven ability to multi-task, work independently, and maintain professional flexibility and adaptability.
• Fluency in written and spoken English and Kiswahili.

• Support the procurement process by preparing procurement requests, obtaining and evaluating quotations, preparing purchase orders, and maintaining complete and accurate procurement records.
• Assist with vendor identification, due diligence, contracting, performance monitoring, and maintenance of an up-to-date supplier database.
• Follow up with suppliers to ensure timely delivery and verify that goods and services meet approved specifications before submitting documentation for payment.
• Maintain accurate asset and inventory registers, including the labelling, allocation, transfer, repair, and disposal of organizational assets.
• Manage the receipt, inspection, storage, issuance, and replenishment of office supplies and equipment, and conduct periodic physical verification.
• Coordinate equipment maintenance and promptly report any lost, damaged, obsolete, or unserviceable assets.
• Support the day-to-day management of office premises and facilities by coordinating cleaning, utilities, repairs, maintenance, and other essential office services.
• Monitor facility service contracts and liaise with landlords, utility companies, contractors, and other service providers to ensure timely and satisfactory delivery of services.
• Ensure that workspaces and shared facilities remain clean and functional, and promptly report and follow up on facility-related issues until they are resolved.
• Maintain accurate vehicle records, including logbooks, fuel consumption reports, service and allocation schedules, inspection records, insurance documents, and statutory documentation.
• Support the implementation of office safety, security, emergency preparedness, business continuity, insurance, and asset-protection procedures, including maintaining emergency contacts, coordinating briefings and drills, and regularly inspecting safety equipment.
• Record and report safety and security incidents and assist in processing insurance claims related to organizational assets, vehicles, and facilities.
• Assist in coordinating statutory registrations, licences, permits, and regulatory filings, including preparing supporting documents and following up on submissions and renewals with the relevant authorities.
• Maintain an up-to-date compliance calendar and organized records of all licences, certificates, registrations, permits, payments, and official correspondence.
• Prepare and maintain accurate, complete, properly approved, confidential, and easily retrievable administrative, procurement, asset, vehicle, and facilities records for internal and external audits.
• Respond to audit documentation requests, track audit findings, support the implementation of agreed recommendations, and strengthen administrative filing and internal control systems under the supervisor’s guidance.
• Coordinate approved travel and logistical arrangements for employees, consultants, and visitors, including quotations, authorizations, transport, air tickets, accommodation, visas, airport transfers, itineraries, and required approvals.
• Support the processing and reconciliation of travel advances and expenses, coordinate logistics for meetings, workshops, training sessions, and organizational events, and maintain accurate travel and logistics records.
• Provide general office support by receiving and directing visitors, calls, correspondence, and deliveries, and by coordinating meeting logistics, materials, attendance records, refreshments, and minutes as required.
• Draft routine administrative correspondence and reports, maintain orderly electronic and physical filing systems, and perform other related duties assigned by the supervisor.

• Basic knowledge of procurement, asset management, travel administration, and records management.
• Proficiency in Microsoft Office applications, particularly Word, Excel, Outlook, and PowerPoint.
• Basic analytical, budgeting, and recordkeeping skills.
• Commitment to organizational policies, safeguarding standards, and ethical conduct.
• Committed to Engender Health's core organizational values of reflection, inclusion, integrity, respect, and transformation.
• Excellent communication and writing skills.
• Proven ability to multi-task, work independently, and maintain professional flexibility and adaptability.
• Fluency in written and spoken English and Kiswahili.

• Diploma or bachelor’s degree in business administration, Procurement and Supplies Management, Public Administration, Logistics, Human Resources, or a related field.
• At least two years of relevant experience in administration, procurement, logistics, office management, or a related function.
• Experience working with an NGO, development organization, or similar institution is an added advantage.