Operations Coordinator, Pan-Africa

Role Description

The Operations Coordinator, Pan-Africa, provides day-to-day, hands-on operational support and horizontal coordination across procurement, contracting, and logistics. The role actively tracks actions, follows up on deliverables, and maintains accurate, complete, and audit-ready documentation, working across the Operations team to ensure timely, responsive, and well-coordinated operational delivery. The Operations Coordinator, Pan-Africa, reports to the Head of Operations.

RESPONSIBILITIES:

Procurement & Contract Management

• Support the contracting lifecycle for consultants and service providers, ensuring rapid mobilization and smooth execution from initial documentation through to final signatures.
• Prepare and process complex procurement files, ensuring all documentation is technically sound, compliant, and ready for senior-level approval.
• Serve as a primary coordination link for contractors and vendors, facilitating clear communication and timely follow-up.
• Coordinate the preparation of accurate and compliant payment documentation to support timely disbursements

Logistics & Event Operations

• Support the delivery of workshops, training, and regional meetings by coordinating venues, accommodation, and logistical arrangements;
• Coordinate travel logistics for staff and partners, prioritizing safety, cost-effectiveness, and smooth end-to-end execution;

Cross-Functional Coordination

• Support office management functions, including service provision to facilities, administrative processes, office budget management and co-working spaces to ensure cost-effective operations.
• Work cross-functionally with HR, Finance, program teams, and compliance functions to ensure operational activities are aligned, efficient, and audit-ready

Collaboration & Thought Partnership

• Engage as a supportive and collaborative partner for the entire operations team to solve administrative challenges and streamline unit-wide processes.
• Work alongside SRO and Officers to co-create practical, compliant solutions that improve service delivery;
• Contribute to a culture of continuous improvement by providing technical feedback on administrative workflows to ensure they remain lean, transparent, and aligned with project goals.

QUALIFICATIONS AND COMPETENCIES:

• Bachelor’s degree in Business Administration, Operations Management, Supply Chain, or a related field.
• 7+ years demonstrated experience in operations coordination, including support across procurement, contracting, and/or logistics functions.
• Relevant professional qualification or equivalent experience in operations, procurement, logistics, business administration, or a related field.
• Demonstrated experience supporting operations functions, including coordination across procurement, contracting, and logistics.
• Strong organizational and documentation skills, with experience maintaining accurate, complete, and audit-ready records in regulated or donor-funded environments.
• Working knowledge of compliance requirements, internal controls, and operational processes.
• Proven ability to manage multiple priorities, track actions, and support teams to meet operational timelines in a fast-paced environment.
• Strong coordination, planning, and problem-solving skills, with the ability to work hands-on, independently, and collaboratively within a team.
• High attention to detail, sound judgement, and a proactive, solutions-focused approach.
• Experience working in multi-country or partnership-based programmes and familiarity with digital tracking or document management systems is an advantage.
• Complete fluency in English is essential, with the ability to write clearly and edit to a high standard; fluency or professional working proficiency in French is an asset.
• Demonstrated commitment to WUSC’s mission of building a better world for all young people, particularly displaced and refugee youth.

Other requirements:

• The headquarters of this initiative is located in Nairobi, Kenya.
• Based on the African continent, and must already possess the relevant work authorizations in the country they are/will be residing in.
• The role may require travel
• Ability to work a flexible schedule.

Skills Required:

• Logistics / Supply / Chain
• Sales / Marketing / Business / Management