Office and Procurement Associate

GiveDirectly is the first - and largest - nonprofit that lets donors like you send money directly to the world’s poorest. We believe people living in poverty deserve the dignity to choose for themselves how best to improve their lives - cash enables that choice.

The Office and Procurement Associate at GiveDirectly plays a crucial role in ensuring the smooth operation of the organization's administrative, procurement, and asset management functions. This position involves maintaining office efficiency, managing supplier relationships, overseeing inventory, and implementing security measures. The associate will also support financial processes, assist with staff onboarding/offboarding, and contribute to budget formulation.

1. Oversee routine administrative tasks and ensure staff compliance with procedures.
2. Maintain office equipment and facilities.
3. Organize office events.
4. Process cash requests for field activities and review staff accountability.
5. Train staff on and enforce administrative policies.
6. Arrange travel and accommodation for staff and partners.
7. Ensure timely provision of office supplies.
8. Verify payment requests for staff, partners, and suppliers, following up with Finance.
9. Supervise daily office cleaning and ensure smooth operations.
10. Maintain payment schedules for service provider contracts.
11. Assist in budget formulation and cash projections.
12. File documents in G-Drive according to GiveDirectly’s rules.
13. Support onboarding and offboarding of staff.
14. Reconcile petty cash, conduct monthly cash counts, and maintain the cashbook.
15. Monitor expenses against the office management budget.
16. Assist with internal and external controls and audits.
17. Support policy development and implementation, identifying risk mitigation and process improvement opportunities.
18. Coordinate procurement planning and execution with budget holders.
19. Assist in reviewing supplier contracts.
20. Monitor vendor performance.
21. Support the pre-qualification process for suppliers.
22. Conduct market assessments, vendor mapping, and maintain a supplier database.
23. Provide guidance and training on procurement and logistics.
24. Analyze procurement needs and select appropriate methods.
25. Analyze, negotiate, and prepare contractual agreements.
26. Prepare and submit procurement documents, vendor correspondences, and committee minutes for approval.
27. Coordinate with Finance for timely vendor payments (within 90 days).
28. Support goods and services receiving and dispatching, minimizing costs.
29. Implement procedures from GiveDirectly’s Asset Management Manual.
30. Oversee asset movement and regularly update inventory with proper tagging and allocation.
31. Manage store delivery systems, ensuring documentation, reconciliation, and reporting of goods movements.
32. Prepare and submit monthly stock count certificates.
33. Ensure proper recording of lost, damaged, sold, or stolen assets with approved disposal forms.
34. Conduct quarterly asset verification and dispose of obsolete/damaged equipment per regulations.
35. Serve as security focal point, updating and implementing local security policies.
36. Ensure outsourced guards are deployed at all offices.
37. Train outsourced security guards on GiveDirectly’s SOPs.
38. Submit regular security reports to the supervisor.

1. Bachelor’s Degree in Procurement and Supply Chain Management, Business Administration, or a related field.
2. Minimum of three years of experience in administrative and procurement management within the NGO sector.
3. Ability to interact effectively with diverse personnel and adapt to unforeseen circumstances.
4. Proficiency in IT tools and applications, including MS Office and Google Workspace.
5. Ability to ensure compliance with office entry procedures for staff and visitors.
6. Exceptional emotional intelligence and proven cross-cultural and cross-functional collaboration skills.
7. Outstanding organizational skills and meticulous attention to detail.
8. Strong communication skills, including navigating complex interpersonal and office management situations.
9. Strong ownership mindset and capacity for self-directed work.
10. Comfortable with direct and candid feedback.
11. Excellent oral and written English skills and a high level of service orientation.
12. Willingness to acquire new skills as required.
13. Willingness to travel to field locations within Kenya.