Cesvi Operation Officer

Organization Overview

Organization Overview

CESVI is an Italian humanitarian and development organization with a regional coordination office in Nairobi.

In Kenya, CESVI combines emergency response and long-term development programmes focused on food security and livelihoods, protection, WASH, circular economy, and disaster risk reduction.

Current interventions include PROGRESA (Garissa and Tana River), AGRIPACT (Nakuru and Kilifi), and ENI-supported school and community WASH initiatives in Tharaka Nithi and Makueni Counties.Job Summary

Job Summary

Ensure effective financial administration, accounting, procurement, logistics, and operational support for CESVI projects in Kenya.

Work closely with the Project Manager, Country Administrator, logistics teams, and project staff to maintain accurate financial records, ensure compliant expenditure, support procurement processes, and facilitate efficient field operations.Key Responsibilities1. Procurement and Supply Chain

Key Responsibilities

1. Procurement and Supply Chain

Review and update project procurement plans and monitor procurement requests, tenders, quotations, evaluations, purchase orders, and delivery schedules.

Conduct supplier mapping and market surveys and support supplier assessments and procurement risk mitigation.

Coordinate technical specifications and acceptance criteria with project teams.

Prepare supplier and service contracts for review and approval.

Monitor supplier performance, deliveries, warranties, and maintenance agreements.

Verify delivery documentation and maintain procurement, distribution, beneficiary handover, and asset-ownership records.

Ensure compliance with delegated approval limits and segregation-of-duties requirements.2. Logistics and Field Operations

2. Logistics and Field Operations

Coordinate travel, accommodation, transport, and training logistics for field activities and monitoring visits.

Maintain stock and asset registers, movement records, and monthly stock reports.

Conduct physical inventory checks and document discrepancies.

Manage vehicle and transport service records, including rentals, fuel, servicing, repairs, and usage.

Support office administration activities in Garissa, Nakuru, Kilifi, and Nairobi.

Coordinate leases, utilities, communications, office supplies, and maintenance within approved budgets.

Provide guidance to support personnel and service providers.

Support implementation of CESVI security procedures, incident reporting, and contingency arrangements.3. Financial Administration and Accounting

3. Financial Administration and Accounting

Maintain assigned cash and bank records and prepare monthly reconciliations.

Manage programme accounting records and supporting documentation.

Verify expenditure eligibility, coding, supporting documentation, and approvals.

Prepare financial forecasts, expenditure projections, budget-monitoring reports, and cash requests.

Upload accounting data into designated systems on a weekly basis.

Track staff advances, petty cash usage, and liquidation processes.

Support interim and final financial reporting, audits, and query resolution.

Prepare payroll inputs, employment-cost documentation, supplier-payment files, and statutory compliance records.

Conduct monthly cash-account closure and reconciliation processes.

Perform physical cash counts and maintain supporting documentation.

File invoices and maintain complete financial records.

Support preparation of audit documentation.4. Human ResourcesStaff Administration

4. Human Resources

Monitor contract expiry dates and notify management of upcoming renewals.

Maintain up-to-date personnel files for Kenyan staff and selected Somalia staff.

Ensure compliance with recruitment and contract-termination procedures.

Support the preparation of employment contracts in accordance with HR policies and salary structures.

Coordinate annual performance appraisal schedules and (adsbygoogle=window.adsbygoogle||[]).push({});follow-up activities.

Update payroll databases and support salary validation processes.

Ensure proper calculation and remittance of taxes and statutory deductions.HR Communication and Compliance

Participate in staff meetings focused on HR policies and procedures.

Communicate HR-related announcements and updates.

Orient newly recruited staff on organizational policies and procedures.Recruitment and Workforce Organization

Support implementation of recruitment procedures.

Ensure proper authorization and documentation during recruitment processes.

Participate in recruitment of junior national staff in Nairobi.Career Development and Mobility

Support managers in conducting annual appraisal discussions.

Train supervisors in the use of HR tools and systems.

Facilitate employee promotion processes.HR Records Management

Prepare employee identification cards.

Maintain complete personnel files and documentation.5. Coordination and Reporting

5. Coordination and Reporting

Coordinate operational activities with Project Managers, partners, technical teams, headquarters, and support departments.

Prepare weekly operational updates and monthly reports covering finance, procurement, fleet, and stock management.

Identify risks, delays, and corrective actions and communicate them appropriately.

Train staff on procurement, advance-liquidation procedures, administrative documentation, and asset-management systems.

Ensure compliance with safeguarding, PSEA, anti-fraud, conflict-of-interest, and confidentiality policies.Essential Requirements

Essential Requirements

Bachelor’s Degree in Accounting, Finance, Business Administration, Procurement, Supply Chain Management, or a related discipline obtained at least three years ago.

Minimum two (2) years of relevant experience in a combined Administration, Finance, Procurement, Logistics, or Operations role.

Experience working within NGOs, UN agencies, international organizations, or comparable institutions is preferred.

Practical experience in:Accounting and bookkeeping;Cash and bank reconciliations;Financial documentation;Procurement processes;Asset and stock management; andBudget monitoring.

Knowledge of donor-funded procurement and financial-compliance requirements.

Strong organizational skills and attention to detail.

Ability to manage multiple priorities and meet deadlines under pressure.

Strong communication, negotiation, stakeholder-management, and problem-solving skills.

Proficiency in Microsoft Office applications, particularly Excel.

Experience working with accounting or administrative software systems.

Fluency in both English and Kiswahili.

Willingness and ability to travel regularly to project implementation sites.Other Requirements

Other Requirements

Experience with AICS-funded projects or multi-partner programmes is an added advantage.

CPA, ACCA, CIPS, or another relevant professional certification is an added advantage.

Experience handling Kenyan employment-cost documentation and supplier administration.

Experience supporting agricultural, cooperative, livelihoods, or circular-economy programmes is desirable.Safeguarding

Safeguarding

CESVI maintains a zero-tolerance policy toward any form of abuse, exploitation, or harm directed at children or vulnerable adults.

Safeguarding is integrated into all recruitment and employment processes.

Successful candidates will be subject to safeguarding checks, including criminal-record verification and background screening where applicable.