Operations Officer

About World University Service of Canada (WUSC)

WUSC is a Canadian international development organization dedicated to fostering positive education and economic transformations for youth worldwide. Our vision emphasizes inclusive growth so every young person can realize their potential and shape their futures. We collaborate globally to deliver impactful, sustainable programs rooted in community priorities and strong partnerships. Operating from our Ottawa headquarters and multiple international offices, our diverse team works to generate meaningful, lasting change for youth across various communities.

Role Overview

The Operations Officer role involves providing practical support in operational tasks such as logistics management, procurement, contract administration, and asset oversight. This position ensures timely and compliant execution of all activities, maintaining thorough documentation and audit readiness while fostering supportive engagement across teams.

Key Responsibilities

• Oversee and coordinate logistics operations in collaboration with project teams, enhancing efficiency and cost-effectiveness.
• Maintain precise records of logistics tasks and liaise with suppliers and service providers to ensure accurate, prompt delivery of goods and services.
• Support daily procurement activities including processing purchase requisitions and managing competitive bid processes for goods and services.
• Prepare comparative bid analyses to facilitate informed decision-making and manage supplier lists for frequently procured items.
• Draft contracts, purchase orders, and service agreements based on standardized templates and assist with grant and partner contract administration, tracking key milestones and deliverables.
• Maintain audit-ready procurement and contracting files, ensuring all approvals, quotations, and related documentation are complete and compliant.
• Verify vendor due diligence and collaborate with finance and senior officers to prepare for various audits and compliance reviews.
• Confirm receipt and quality of goods and services against contractual terms, coordinating handovers and payment processing with relevant departments.
• Update and maintain procurement and contract records, generate routine status reports, and support communication with program teams regarding timelines and documentation status.

Required Competencies

• Practical expertise in operational logistics, procurement procedures, and contract management.
• Meticulous attention to detail ensuring data accuracy and integrity throughout documentation and compliance checks.
• Strong ethical standards underscored by accountability and transparent handling of donor funds.
• Effective communication skills to facilitate clear interaction with internal teams and external stakeholders.

Qualifications and Experience

• Bachelor’s degree in fields such as Business Administration, Operations, Procurement, or Supply Chain Management.
• Minimum 3 to 5 years professional experience in operational roles involving procurement, contracting, grants administration, or related functions.
• Previous work with community-based organizations, regional learning organizations, or donor-funded projects is beneficial.
• Familiarity with ERP or procurement management software and proficiency in Microsoft Excel.

Additional Information

• The position is based at our initiative’s headquarters in Nairobi, Kenya.
• WUSC upholds values of responsibility, respect, honesty, and professionalism, strictly prohibiting harassment, coercion, or exploitation.
• All successful candidates must undergo an enhanced criminal background check as applicable.
• Applications are reviewed on a rolling basis; the vacancy may close once a suitable candidate is identified.