Operations Associate


Sanergy is an award-winning social venture that builds healthy, prosperous communities by making hygienic sanitation accessible and affordable in Africa’s urban informal settlements.  Operational since 2011, Sanergy now serves over 500,000 people with safe sanitation services. Sanergy collects and treats over 17,000 tons of waste per year and sells its agricultural end products to farmers, who are seeing improved yields and increased incomes. With a team of over 250 people, Sanergy has been recognized for its work by Fast Company as one of the 10 Most Innovative Companies in the World Doing Social Good and one of the 10 Best Companies in Africa. 


Citywise, Sanergy’s advisory services team, partners with private sector companies, international organizations, leading research universities and local governments to design, implement and assess systems for safe, cost-effective and dignified sanitation. Citywise leverages Sanergy’s proven track record of delivering sanitation services to the poorest, most vulnerable populations in rapidly developing cities, command of technologies and service delivery models for urban sanitation, and a strong network of collaborators around the world. 


Citywise offers clients services to enable the flourishing of healthy, prosperous cities: we assess sanitation need, demand, and potential; advice on innovative solutions for sanitation delivery; consult on the design and implementation of integrated sanitation systems.



The Citywise team needs an organized, team-oriented, and solution-focused person who is excited to build and maintain the operational backbone that supports Citywise to deliver sanitation advisory services and grow its portfolio of projects. The Operations Associate enables the Citywise team to deliver exceptional results by ensuring that all systems and processes run smoothly. The Operations Associate will:

  • Maintain a bird’s-eye view of the Citywise projects, business development activities, and team needs 

  • Identify points of inefficiency and then design and execute appropriate system and process improvements

  • Liaise with support teams (i.e., Finance, Procurement, Talent, Legal) to link Citywise with the organizational systems and processes


The Operations Associate will work across all Citywise functions to deliver exceptional results for clients, ensure compliance with internal and external systems and policies and position the team for future growth. Key responsibilities include:


Finance

  • Prepare, in close consultation with the Director and project managers, the annual Citywise budget and lead forecasting exercises. 

  • Review project, activity and travel budgets for accuracy, thoroughness and cost reasonableness.

  • Support teammates to submit expense reports and advance requests.

  • Track and review Citywise expenditures.

  • Coordinate with the Sanergy Finance Team and support project managers to prepare project financial reports and analyze profitability. 

  • Track contract milestones and invoices to ensure timely submission and receipt of payment. 

  • Liaise with Sanergy support teams, clients and consultants on invoicing and other financial matters. 


Contract Management and Compliance

  • Gather information for the Citywise Director or project managers to prepare for the negotiation of contracts, agreements, and budgets and then document decisions.

  • Review project contracts and partner policy documents to identify legal, contractual, and administrative requirements and potential areas of risk.

  • Work with Sanergy support teams to address risks and requirements (e.g., for registration, legal counsel, banking, HR, and immigration) and then document compliance.

  • Manage the drafting, approval, and monitoring of agreements and modifications with clients.


Systems and Process Adherence and Improvement

  • Oversee the use of operational systems and processes and proactively suggest improvements and revisions.

  • Liaise with Sanergy support teams to create, adapt and implement policies and update systems or processes as needed. 

  • Ensure consistent use of approved templates for employment, contracting, vendor, and other partner agreements; create or adapt templates as needed.


Business Development 

  • Draft proposal sections related to past experience, Citywise, and Sanergy policies, and administrative requirements.

  • Maintain a library of materials for proposal development (templates, project summaries, letters of successful completion, team CVs, registration documents).

  • Track progress and deadlines related to new business activities and proposals, reporting to Director and Team Lead as needed to ensure timely submissions and follow-up.  

  • Implement and manage the system for opportunity tracking. 


Knowledge Management, Team Coordination and Planning

  • Draft employment, consultant and fellowship contracts, track expiry dates and support managers to process renewals or terminations.

  • Lead consolidation and standardization of time tracking for the Citywise team.

  • Maintain Citywise shared file management system.

  • Support team leads with long-term planning, performance monitoring and reporting.

  • Schedule team meetings, ensure adherence to schedule and organize logistics for events.


 

  • Bachelor’s degree in a related field of study

  • 2-5 years experience in operations or in some combination of the functions listed above.

  • Experience supporting consultancy projects or activities for external partners. 

  • Track record of effectively managing operations across multiple projects.

  • Demonstrated ability to identify opportunities for improvement, propose solutions, and overhaul processes.

  • Structured and clear written and verbal communication.

  • Familiarity with international donor requirements and reporting (e.g. USAID, FCDO, World Bank) is an added advantage 

  • Fluency in English required; French or Swahili language skills a plus.

  • Existing right to work in Kenya. 


Character Attributes

  • Flexibility

  • Ability to take initiative with little guidance

  • Proactive and solution-oriented

  • Attention to detail and strong organizational skills

  • Perseverance and follow through


Nairobi

2022-09-16

Sanergy/FreshLife is an equal opportunity/affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, ancestry, religion, sex, national origin, sexual orientation, age, marital status, disability, gender, gender identity or expression. All qualified persons are encouraged to apply.