OPERATIONS COORDINATOR POSITION AT REFUSHE

OPERATIONS COORDINATOR POSITION AT REFUSHE

RefuSHE, based in Nairobi, Kenya, is a dedicated organization providing protection, shelter, education, and empowerment to young refugee women and girls across East Africa. As a registered non-governmental organization with headquarters in Nairobi and remote staff in the USA, RefuSHE has been at the forefront of refugee protection for over fifteen years. We are committed to fostering a safe and nurturing environment for unaccompanied, separated, and orphaned refugee girls, equipping them with the tools and support they need to thrive.

The Opportunity

We are seeking an Operations Coordinator to join our team in Nairobi, Kenya. Reporting to the Chief Finance & Operations Officer, the Operations Coordinator will play a pivotal role in overseeing various operational aspects, including office facilities, logistics, ICT, procurement processes, security, and safety across all RefuSHE premises.

KEY RESPONSIBILITIES & DUTIES

Facilities, Fixed Assets, Logistics, and ICT

• Oversee the operations of our Nairobi physical office spaces, ensuring maintenance and functionality.
• Manage office utilities and services, including electricity, water, and waste collection.
• Implement internal controls and security systems to safeguard organizational assets.
• Maintain inventory, accountability, and insurance coverage for all assets.
• Manage the RefuSHE vehicle fleet and ensure safe allocation and use of vehicles.
• Coordinate service agreements for maintenance of office equipment and ICT systems.
• Review policies and processes to improve operational performance.

Procurement and Stores Management

• Ensure timely procurement and delivery of supplies, adhering to budget constraints.
• Manage on-site and off-site storage of program and departmental supplies.
• Develop and monitor annual procurement plans.
• Chair the Procurement Committee for RefuSHE Kenya.
• Maintain vendor relationships and oversee contract renewals.

Security & Safety

• Keep RefuSHE’s Security Plan up to date in collaboration with the Executive Team.
• Liaise with security companies to ensure compliance with security guidelines.
• Supervise security guards and monitor security camera footage.
• Conduct security briefings for staff and maintain emergency protocols.
• Serve as a member of safety/security-related committees.

Staff Supervision

• Mentor and provide leadership to the Procurement Officer, ICT Officer, and Logistics staff.
• Recommend changes to maximize program quality and effectiveness.

Key Qualifications

Education Requirements

• Certified Procurement and Supply Professional with relevant licensing.
• Bachelor’s degree in business administration, logistics, or related field.
• Master’s degree in a relevant field preferred.

Related Experience

• Minimum 5 years of experience in operations with a focus on logistics/supply chain.
• Proficiency in ERP systems workflow.

Technical & Behavioral Skills

• Comprehensive understanding of operational processes.
• Commitment to continual improvement and operational excellence.
• Strong interpersonal, negotiation, and organizational skills.
• Excellent written and verbal communication in English and Kiswahili.

Application Process

To apply, please send your CV and cover letter as one PDF document with your salary expectations to hr@refushe.org, indicating “OPERATIONS COORDINATOR” in the email subject line, by 1700hrs EAT on 1st March 2024.

We appreciate all applications received; however, only shortlisted candidates will be contacted.

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Expert Tips To Be A Successful Applicant for Operations Coordinator Position

1. Customize Your Application: Tailor your CV and cover letter to highlight relevant skills and experiences in operations and logistics.
2. Demonstrate Leadership: Showcase instances where you’ve provided leadership and mentorship in previous roles.
3. Highlight Technical Skills: Emphasize your proficiency in ERP systems and other relevant technologies.
4. Communication is Key: Ensure your communication skills shine through in your application materials and interactions.
5. Showcase Problem-Solving Abilities: Provide examples of how you’ve tackled operational challenges and found effective solutions.
6. Research RefuSHE: Familiarize yourself with our organization and mission to demonstrate genuine interest and alignment.
7. Quantify Achievements: Where possible, quantify your accomplishments in previous roles to showcase your impact.
8. Be Prepared for Interviews: Anticipate questions about your experience and be ready to provide detailed examples.
9. Ask Questions: During interviews, demonstrate your interest and engagement by asking thoughtful questions about the role and organization.
10. Follow Up: After applying, consider sending a follow-up email to express your continued interest and gratitude for the opportunity.

SAMPLE COVER LETTER FOR AN OPERATIONS COORDINATOR

[Your Name]

[Your Address]

[City, State, Zip Code]

[Your Email Address]

[Your Phone Number]

[Date]

Hiring Manager

RefuSHE

[Company Address]

Nairobi, Kenya

Dear Hiring Manager,

I am writing to express my interest in the Operations Coordinator position at RefuSHE, as advertised. With a strong background in operations and logistics management, coupled with a passion for humanitarian causes, I am excited about the opportunity to contribute to your organization’s mission of empowering refugee women and girls in East Africa.

Throughout my career, I have demonstrated a commitment to operational excellence and continuous improvement. In my previous roles, I have successfully managed facility operations, optimized procurement processes, and implemented security protocols to safeguard organizational assets. I am confident that my skills and experience align well with the responsibilities of the Operations Coordinator role at RefuSHE.

I am particularly drawn to RefuSHE’s holistic approach to refugee protection, providing comprehensive support to vulnerable young women and girls. I am eager to bring my expertise to your team and play a role in making a meaningful difference in the lives of those you serve.

Enclosed is my CV, which provides further detail about my qualifications and professional background. I am available at your earliest convenience for an interview and look forward to the opportunity to discuss how I can contribute to the success of RefuSHE.

Thank you for considering my application. I am enthusiastic about the possibility of joining your team and contributing to your impactful work.

Sincerely,

[Your Name]

Frequently Asked Questions

1. **What is the application deadline for the Operations Coordinator position?
   • The application deadline is 1700hrs EAT on 1st March 2024.
2. **Is relocation assistance provided for this position?
   • Relocation assistance may be considered for the right candidate.
3. **Are remote work options available?
   • This position is based in Nairobi, Kenya, and requires on-site presence.
4. **How will I be notified if I am shortlisted?
   • Only shortlisted candidates will be contacted via email or phone.
5. **What is the salary range for the Operations Coordinator role?
   • The salary range will be discussed with shortlisted candidates during the interview process.
6. **Are there opportunities for professional development?
   • RefuSHE is committed to supporting the professional development of its staff through training and mentorship programs.
7. **Is fluency in Kiswahili required for this position?
   • Fluency in English and Kiswahili is preferred but not mandatory.
8. **Will travel be required for this role?
   • Some travel within Kenya may be required for this position.
9. **Are there opportunities for advancement within the organization?
   • RefuSHE values internal growth and promotes from within whenever possible.
10. **Is RefuSHE an equal opportunity employer?
    • Yes, RefuSHE is committed to attracting and retaining employees from diverse backgrounds and does not discriminate on the basis of race, gender, or ethnicity.

Possible Operations Coordinator Interview Questions With Answers

1. Can you describe your experience in overseeing office facilities and logistics?
   • Certainly. In my previous role at XYZ Organization, I was responsible for managing office facilities and logistics, including maintenance of workspaces and coordination of supplies procurement. I implemented efficient systems that optimized workspace utilization and reduced operational costs.
2. How do you ensure compliance with regulatory requirements in facilities management?
   • I ensure compliance by regularly reviewing regulatory guidelines and conducting audits to identify any areas of non-compliance. I also maintain accurate records of inspections and renewals to demonstrate adherence to regulations.
3. Can you provide an example of a challenging procurement project you managed?
   • Of course. In a previous project, we had to procure specialized equipment within a tight timeframe and budget. I conducted thorough market research, negotiated with suppliers, and implemented cost-saving measures to ensure timely delivery without exceeding the budget.
4. How do you prioritize competing demands in operations management?
   • I prioritize competing demands by assessing their urgency and impact on organizational goals. I communicate effectively with stakeholders to understand their needs and allocate resources accordingly, ensuring that critical tasks are addressed promptly.
5. How do you handle conflicts within your team?
   • I believe in fostering open communication and addressing conflicts proactively. I encourage team members to express their concerns openly and work collaboratively to find mutually acceptable solutions. I also provide mediation and coaching when necessary to resolve conflicts effectively.
6. Can you discuss a time when you implemented a process improvement initiative?
   • Certainly. In my previous role, I identified inefficiencies in our procurement process and implemented an automated system that streamlined workflow and reduced processing time by 30%. This initiative improved productivity and enhanced overall operational efficiency.
7. How do you stay updated on industry best practices in operations management?
   • I stay updated by attending conferences, workshops, and webinars on operations management. I also actively engage with professional networks and read industry publications to stay informed about emerging trends and best practices.
8. How do you ensure effective communication between departments in an organization?
   • I ensure effective communication by fostering a culture of transparency and collaboration. I regularly schedule cross-departmental meetings to discuss projects and address any issues or concerns. I also use digital communication tools to facilitate real-time communication and information sharing.
9. Can you discuss your experience in managing vendor relationships?
   • Certainly. In my previous role, I maintained positive relationships with vendors by establishing clear expectations, communicating regularly, and resolving issues promptly. I conducted regular vendor evaluations to assess performance and identify areas for improvement.
10. How do you handle unexpected challenges in operations management?
    • I approach unexpected challenges by remaining calm and focused, assessing the situation thoroughly, and identifying potential solutions. I consult with relevant stakeholders to gather input and develop a plan of action to address the challenge effectively.

We wish you the best in your application process and remind you that RefuSHE is committed to attracting and retaining the best employees from all backgrounds. We are an equal opportunity employer and do not charge any application or recruitment fee, whether refundable or not.

THE KENYAN JOBFINDER