Operations Associate Job Vacancy in Kenya - The Alliance of Bioversity International and CIAT

Position Title: Operations Associate

About the position

The Operations Associate is responsible for providing timely and efficient support to the Alliance procurement and management of front office.

Main duties and responsibilities include:

  • Assist in ensuring timely and cost-effective procurement process for Alliance Nairobi offices through the implementation of procurement best practices.
  • Participate in conducting supplier assessment and identify qualified and capable service providers for key contracts and other supporting activities.
  • Assist in all procurement processes, including shortlisting of vendors, tendering processes, evaluation of bids/offers, issuance of contracts, contract management and vendor appraisal
  • Assist in Organizing Procurement Committee meetings, and take minutes as appropriate
  • Apply for all VAT exemption certificates, and maintain an up-to-date database of the same
  • Issue Purchase orders, file and maintain updated records of all purchase orders with support documentation, including invoices and delivery notes
  • Assist manage all major contracts through periodic review with the service providers.
  • Assist in the planning and preparation of meetings, conferences, accommodation for Alliance staff and their guests.
  • Receive and attend to Alliance calls and visitors, directing them accordingly and manage the online calendar for booking the Alliance -Kenya Meeting room.
  • Maintain Alliance office sound procurement documents, duly approved by authorized signatories
  • Maintain up to date list of supplier List and all frequently used hotels and rates
  • Managing the Kitchen Supplies to ensure availability and timely replenishment.

Personal Attributes

  • Must be able to work independently with minimal supervision, but also participate as a team member of accomplishment of duties.
  • Possess excellent interpersonal and communication skills, good judgment and a
  • high level of respect for confidentiality.
  • Strong ability to co-ordinate, prioritize and organize workload; take initiative and work under pressure.
  • Highly effective planning, organizational and multi-tasking skills with a positive attitude and strong administrative service orientation.
  • Strong management, decision-making and analytical skills Ability to work in a multi-cultural environment.
  • Commitment to Alliance's mission and core values.


  • University degree in Procurement/Logistics/Business Administration or related field
  • At least three (3) years of relevant work experience in a closely related field gained in an international organization
  • Good knowledge of rules, regulations and procedures of government and related agencies
  • Strong proficiency of the English language, both written and spoken

How to apply

Applicants are invited to visit https://www.bioversityinternational.org/jobs/ to get full details of the position and to submit their applications. Applications MUST include reference numberRef 102703-Operations Associate as the position applied for. Application and CV should be saved as one document using the candidate’s lastname, firstname for ease of sorting.