Operations Officer

Established in 1915 with Helen Keller as a founding trustee, Helen Keller International works to save the sight and lives of the most vulnerable and disadvantaged. Headquartered in New York City, Helen Keller Intl currently offers programs in 21 countries in Africa and Asia, as well as in the United States. The organization combats the causes and consequences of blindness and malnutrition by establishing programs based on evidence and research. In Kenya Helen Keller collaborates with the Ministry of Health in implementing health and nutrition projects that focus on strengthening health system and provision of vitamin A and deworming treatment to children 6-5 years in various counties.

Position Title: Operations Officer

Country Office: Kenya

Location: Nairobi

Report to: Country Director, Kenya Country Office

Collaborate closely with: Country staff and Partners and all Helen Keller Intl staff, regional and Global teams.

Overview of the Responsibilities:

Under the supervision of the Country Director, the Operations Officer is responsible for all Helen Keller Intl KE operations activities. The Operations Officer will play a critical role in ensuring the smooth and efficient functioning of Helen Keller Int’l ‘s operations. The position will be responsible for overseeing various administrative, procurement, logistics, and financial activities, with the primary goal of supporting the Helen Keller Int’l ‘s programs in Kenya. As a member of the country management team, this role will involve close collaboration with different departments, programs and finance managers, national coordinator, and external partners to achieve Helen Keller Int’l ‘s mission and objectives. He/she will ensure the enforcement and compliance of internal regulations, policies, and procedures. He/she will supervise the administration and operations team.

The Operations Officer must be exceptionally well organized, as s/he will be responsible for ensuring systems and processes are efficient and effective to enable the smooth running of the KE country office as well as ensure compliance with all legal and reporting requirements that the Country office will need to execute its programs. In close collaboration with the country team, ensure the safety and security of the Kenya teams, regional and global teams based in Kenya and employees and partners visiting the Kenya country Office on missions.

Detailed tasks.

1. Operational Planning and Strategy
   • Collaborate with teams to develop and implement operational plans and strategies aligned with the organization’s mission and goals.
   • Analyze operational processes, identify areas for improvement, and implement best practices to enhance efficiency and effectiveness.
   • Develop and update the supporting operational, policy, control and/or risk management frameworks, involving the implementation of the latest approaches and methodologies, streamlined business processes, new/revised procurement policies and related tools, systems, technologies and related procedures.
2. Operations Budget Development and Implementation

Leading the operations team and in close collaboration with the Finance, and Programs teams:

• Spearhead the budgeting and forecasting process for the operations department for each grant/award.
  • Support audits during fieldwork and implementation of audit recommendations on operations.
  • Support operational donor reporting: asset management, compliance, and disposal.

1. Financial management and new business development
   • Monitor the spending of the operations budget and work with the finance team to address any discrepancies or budgetary challenges.
   • Review and approve payments on the banking platforms as a signatory.
2. Manage information Technology and Technology Integration

In close collaboration with Global Operations and the Information Operating Systems teams and the Kenya Procurement teams:

• Ensure successful migration and implementation of the Kenya Country Office SharePoint to include migration of the procurement share point and the administration share point and continuous filing.
  • Develop an in-country implementation plan to include sensitization sessions with the Kenya teams and provide feedback to the global operations teams.
  • Ensure proper backups and protection of Helen Keller Intl data including compliance with the Kenya legal data protection laws.
  • Ensure the implementation of ICT systems and ensure country compliance to the Information Systems regulations such as Section 889

1. Compliance and Risk Management

In collaboration with the Country Director, Finance, Procurement, Grants & Contracts, and Global Operations teams ensure the Kenya country office complies with all legal and audit requirements including:

• As technical officer, advise on correct and consistent application of policies and procedures in the management of operations functions through the provision of technical leadership, guidance and support to the country office and sub-offices.
  • Identify and mitigate potential operational risks, including security and safety concerns, to protect staff and assets.
  • Ensure that all Kenya Country Office operations adhere to Helen Keller International Policies, Donor Regulations and the country laws.
  • Provide appropriate application and interpretation of operations rules, regulations, policies and procedures. Ensures arriving and departing staff are briefed on administrative and operations procedures and requirements.
  • Compliance with Labor laws and ensuring implementation of newly enacted laws.
  • Make recommendations on the improvement of systems and internal controls, planning, restructuring, and resolution of sensitive issues considering the prevailing conditions.

1. Security compliance:
   • Ensure the Helen Keller security plans and visitors guide are regularly updated and validated.
   • Conducting security surveillance and providing timely and accurate security updates.
   • Ensure annual First Aid training for staff including Hostile Environment Awareness Training (HEAT) as appropriate.
2. Management of logistics, administration, and procurement
   • Ensure cost-effective supply chain management and procurement while adhering to organizational policies and regulations.
   • Collaborate with the procurement team to develop and update procurement plans and ensure its utilization.
   • Oversee procurement processes, from sourcing to delivery, ensuring timely distribution of project supplies and equipment and reconciliation of deliverables.
   • Maintain efficient travel arrangements, including visa processing and international travel compliance and plan
   • Coordinate workshops and events, ensuring safety, security, and adherence to guidelines.
   • Manage and document administrative correspondence and staff movement records.
   • Provide guidance and training to staff on procurement and administrative policies. Communicate updates on policies, procedures, and regulations to ensure compliance.
   • Develop and maintain a database of reliable suppliers and service providers, emphasizing and ensure they meet quality and cost-effectiveness requirements.
   • Manage and oversee delivery, framework, and purchase contracts in alignment with organizational guidelines.
   • Review and analyze vehicle and resource management reports to improve efficiency.
   • Actively participate in country management meetings, contributing to operational decision-making and strategy development.
   • Ensure procurement of goods and services and logitics as requested by teams are done in a timely manner and consistent with Helen Keller policies.
   • Ensure operationalization of Kprocure and induction of staff on the same and all procurement and logistics
3. Partnership and Vendor Management:
   • Cultivate and maintain partnerships with relevant stakeholders, including governmental agencies (NGO board, HENNET), donors, and other NGOs.
   • Oversee vendor contracts and negotiate terms to optimize service quality and cost-effectiveness.
4. Human Resources Management:
   • Provide strategic leadership and oversight to the operations department, ensuring alignment with organizational goals and priorities.
   • Supervise Field Administration Officers, Procurement, and logistics officers.
   • Support the people and culture team to develop and implement HR policies and procedures to maintain a positive and inclusive work environment.
5. Any other duties as may be assigned from time to time by the Country Director.

Qualifications

• A bachelor’s or master’s degree and professional qualification in business administration, accounting, finance, logistics, or other relevant fields.
  • A master’s degree with a minimum of 6 years experience or a bachelor’s degree with a minimum of 9 years experience in operations (finance, procurement, logistics, administration) preferably for an International NGO.
  • Strong financial management skills, including budgeting and financial analysis.
  • Knowledge of major donors’ procurement regulations and regulations.
  • Excellent communication and interpersonal skills.
  • Demonstrated experience in management and supervision of staff.
  • Computer literate – knowledge of Microsoft Office suite (Word; PowerPoint; Outlook), and strong Excel skills, including pivot tables.
  • Good knowledge of local laws and procedures for operations
  • Ability to perform duties that require close attention to detail.
    • prioritize workload, assume responsibility, and follow through to completion.
    • Maintain balance when under stress.
    • Work in a decentralized and matrixed organizational structure with a highly collaborative approach.

How to apply

To apply, please submit your CV and a cover letter detailing your interest and qualifications to kenya.recruitment@hki.org Indicate the name of the position on the subject line of the email. The deadline of application is 13th March 2025.

NB: HELEN KELLER INTERNATIONAL

• DOES NOT RECRUIT THROUGH A RECRUITMENT AGENCY;

• DOES NOT CHARGE ANY FEES OF ANY KIND TO THE CANDIDATE;

• DOES NOT REQUEST INFORMATION ABOUT CANDIDATES’ BANK ACCOUNTS;

ALL RECRUITMENTS ARE FREE OF CHARGE

In the spirit of our namesake, Helen Keller is dedicated to building an inclusive workforce where diversity in all its forms is fully valued