Operations Associate at Alliance of Bioversity International

The Alliance of Bioversity International and the International Center for Tropical Agriculture (CIAT) delivers research-based solutions that harness agricultural biodiversity and sustainably transform food systems to improve people’s lives. The Alliance solutions address the global crises of malnutrition, climate change, biodiversity loss, and environmental degradation (https://ift.tt/4QyC9tB)
With novel partnerships, the Alliance generates evidence and mainstreams innovations to transform food systems and landscapes so that they sustain the planet, drive prosperity, and nourish people.
The Alliance a member of the CGIAR Consortium (www.cgiar.org ) a global research partnership for a food-secure future.

Position Summary
The Alliance of Bioversity International and CIAT is seeking to recruit a Operation Associate. The Operations Associate is part of a dynamic Alliance team based at the Uganda country office. The position works in close collaboration with Program staff and Operations teams contributing to the effective delivery of Alliance of Bioversity and CIAT (ABC) projects in Uganda. The incumbent also works closely with all staff of the Alliance office. Under the supervision of the Senior Coordinator-Operations, the Operations Associate will specifically perform the tasks listed below.

Responsibilities
1. Participate in procurement processes as required including shortlisting of vendors, tendering processes, evaluation of bids/offers, issuance of contracts, contract management and vendor appraisal.
2. Organize the Procurement Committee meetings, take minutes and follow up on the Action plans in the minutes.
3. Support the procurement management process by issuing Local Purchase orders and ensuring sufficient supporting documents for all supplier payments are in the procurement file.
4. Track and follow up on goods and services delivery.
5. Manage inventory of the Organization to ensure high level of transparency and accountability.
6. Follow up on payments to service providers after goods/services are delivered.
7. Prepare quarterly procurement reports.
8. Assist in maintaining an up-to-date asset database including asset operational conditions and ensuring all assets are tagged.
9. Assist in fixed asset register updating with the regional office
10. Ensure all assets have insurance cover and insurance claims for lost or damaged items are followed through by obtaining police letters and filing the claims with the insurance company.
11. Coordinate disposal exercise following the approved guidelines.
12. Provides administrative and secretarial support to ABC Kampala office.
13. Setting up and maintaining electronic and hard copy filing system for correspondences
14. Manage, review and respond to the internal and external communication flow.
15. Monitor functionality of post office mailboxes for The Alliance and distribute correspondences to staff as they come in.
16. Welcome, receive and direct visitors taking into account security procedures.
17. Act as receptionist and central switchboard operator, sorting and recording incoming and outgoing telephone calls.
18. Keep the front desk tidy and presentable.

Requirements
Requirements and Experience:
1. Degree in Business Administration/Logistics Management or other relevant subject.
2. At least Four (4) years of work experience in Administration or relevant department gained in an international organization.
3. Experience in Logistics or Administration in an international organization.
4. Good command of MS Office applications with ability to learn new applications.
5. Good written and oral communication skills.
6. Fluency in English.
7. Ability to work independently with minimal supervision, but also participate as a team member in accomplishment of duties.
8. Strong ability to co-ordinate, prioritize and organize workload; take initiative and work under pressure.
9. Highly effective planning, organizational and multi-tasking skills with a positive attitude and strong administrative service orientation.
10. Possess excellent interpersonal and communication skills, good judgment, and a high level of respect for confidentiality.
11. A genuine appreciation for and understanding of protocol, discretion, and professionalism.
12. Ability to perform multiple tasks and work under pressure with a wide range of individuals and institutions.

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