Essential Job Details

• Position Title: Operations Assistant
• Location: Nairobi, Kenya
• Employment Type: Full-Time
• Number of Vacancies: 1
• Salary: KES 50,000 – KES 60,000 Monthly (Confirmed as per job posting by Gap Recruitment Services Limited; aligned with market research from PayScale and Glassdoor for operations assistant roles in Nairobi’s professional sector)
• Category/Department: Accounts / Operations and Compliance
• Reporting To: Operations Manager / Compliance Officer
• Application Deadline: 17 September 2025

Introduction

The operations assistant role at Gap Recruitment Services Limited offers a pivotal opportunity for a detail-oriented professional to join a client organization in Nairobi, Kenya, providing critical administrative and operational support to the Operations and Compliance function. This full-time position is designed for candidates with a bachelor’s degree and 2-3 years of experience in finance, accounting, operations, or contract management, offering a chance to streamline business operations, ensure compliance, and enhance client servicing. The operations assistant will manage financial records, coordinate procurement, track contracts, and support cross-departmental workflows, contributing to the client’s efficiency in a dynamic business environment. By joining through Gap Recruitment Services Limited, you’ll play a key role in supporting operational excellence while building a career in Nairobi’s thriving professional landscape.

About Gap Recruitment Services Limited

Gap Recruitment Services Limited is a leading recruitment firm based in Nairobi, Kenya, specializing in connecting top talent with organizations across Africa and the Middle East. The firm excels in managing end-to-end recruitment processes for industries such as consulting, retail, and technology, ensuring clients secure professionals who drive business success. Committed to equal opportunity hiring, Gap Recruitment Services Limited upholds ethical practices, charging no fees to candidates and fostering transparency. Supporting a client seeking an operations assistant, the firm provides a platform for professionals to join organizations that value professionalism, efficiency, and collaboration, making it an ideal partner for advancing your career in operations and compliance.

Key Responsibilities

Financial Support & Analysis

• Maintain accurate financial records in compliance with company policies, ensuring data integrity for audits in the operations assistant role.
• Update financial databases with transaction details, such as payments and invoices, to support accurate record-keeping.
• Assist in preparing financial reports, including expense summaries and budget tracking, for management review.
• Track financial transactions, ensuring alignment with organizational accounting standards.
• Reconcile accounts payable and receivable records to support accurate billing cycles.
• Support budget preparation by compiling data on operational expenses.
• Monitor financial discrepancies and escalate issues to the accounts team promptly.
• Assist in generating financial dashboards for operational insights.
• Ensure compliance with financial policies during transaction processing.
• Provide data for audits, ensuring all financial records are organized and accessible.

Contract & Compliance Management

• Assist in drafting and reviewing contracts, including NDAs, joint venture agreements, sales agreements, and lease/AMC contracts, ensuring accuracy in the operations assistant role.
• Track contract renewal timelines, sending reminders to stakeholders to avoid lapses.
• Maintain a structured database of clients, warranties, AMCs, and lease agreements for easy retrieval.
• Coordinate with internal teams to ensure compliance with contract clauses, such as support calls, preventive maintenance (PMs), invoicing, and payment terms.
• Share weekly and monthly updates on contract renewal status with relevant departments.
• Verify contract terms against executed agreements to ensure adherence.
• Support compliance audits by providing accurate contract documentation.
• Organize contract archives to maintain historical records efficiently.
• Assist in resolving contract disputes by liaising with legal or compliance teams.
• Monitor compliance with regulatory requirements in contract execution.

Procurement & Billing Coordination

• Follow up on procurement requests to ensure timely purchasing and dispatch of client orders in the operations assistant role.
• Coordinate with support and project teams to track Local Purchase Order (LPO) fulfillment and job card submissions.
• Monitor open LPOs, ensuring timely closure and adherence to billing cycles.
• Maintain a monthly report on open LPOs, detailing follow-up actions and statuses.
• Coordinate with the support team to track preventive maintenance (PMs) and ensure accurate AMC billing.
• Verify procurement documentation for accuracy before submission.
• Liaise with suppliers to confirm order statuses and delivery timelines.
• Support invoice generation and ensure alignment with LPO terms.
• Track procurement budgets to avoid overspending on operational needs.
• Assist in resolving discrepancies in procurement or billing processes.

Client & Support Coordination

• Respond to client queries related to contracts, warranties, or billing promptly, ensuring satisfaction in the operations assistant role.
• Manage and update the BDT system to track contracts, LPOs, warranties, and billing cycles accurately.
• Assist in issuing licenses according to client terms and conditions.
• Coordinate SMS bundle recharges for the VMS system, from quote approval to billing completion.
• Support claim approvals and follow up with accounts payable for staff reimbursements.
• Facilitate creation of new clients in Zoho Desk for efficient task allocation.
• Track project handovers, ensuring warranty setups are completed in the system.
• Monitor ongoing Proof of Concept (PoC) activities, coordinating with the sales team for timely closure.
• Communicate client feedback to relevant teams to improve service delivery.
• Support client onboarding by preparing necessary documentation and system entries.

Documentation & Reporting

• Maintain well-organized records of contracts, LPOs, invoices, job cards, and project handovers, both digitally and physically, in the operations assistant role.
• Assist with filing legal and company documents, ensuring compliance with regulatory standards.
• Prepare reports on contract renewals, procurement activities, and financial transactions for management review.
• Perform general administrative duties, such as data entry, document filing, and summarizing reports.
• Summarize operational metrics, such as LPO closure rates or contract renewal statuses, for periodic reports.
• Ensure all documentation is accurate and up-to-date for audit readiness.
• Organize digital archives using cloud-based systems for efficient retrieval.
• Support preparation of presentations for operational updates or client meetings.
• Track documentation workflows to identify and eliminate inefficiencies.
• Assist in digitizing paper-based records to support paperless initiatives.

Additional Operational Duties

• Coordinate with cross-departmental teams to align operational activities with business goals.
• Monitor compliance with internal policies during daily operations.
• Support project teams by tracking deliverables and deadlines.
• Assist in resolving operational bottlenecks, such as delayed LPOs or client queries.
• Track vendor performance metrics to inform procurement decisions.
• Support internal audits by providing accurate records and reports.
• Assist in training new staff on operational systems like BDT or Zoho Desk.
• Monitor inventory levels for operational supplies, coordinating with procurement.
• Facilitate communication between departments to ensure seamless workflows.
• Perform ad-hoc tasks as assigned to support operational flexibility.

Qualifications and Skills

• Education: Bachelor’s degree in Finance, Accounting, Economics, or a related field from a recognized institution.
• Experience: 2-3 years of relevant experience in Finance, Accounting, Operations, Compliance, or Contract Management (internship experience considered) for the operations assistant role.
• Communication: Strong written and verbal communication skills for client interactions and report preparation.
• Analytical Skills: Solid analytical and problem-solving abilities to address operational challenges.
• Organizational Skills: Exceptional attention to detail with strong organizational and time management skills to manage multiple tasks.
• Technical Proficiency: Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint); familiarity with financial or ERP software (e.g., QuickBooks, SAP) is an added advantage.
• Accuracy: High level of accuracy in handling financial data and documentation.
• Professionalism: Professionalism, accountability, and ability to work independently and within a team.
• Financial Knowledge: Basic understanding of financial principles and contract management processes.
• Teamwork: Collaborative mindset to coordinate with cross-functional teams.
• Adaptability: Flexibility to handle diverse tasks in a fast-paced environment.
• Problem-Solving: Ability to resolve issues like contract disputes or procurement delays proactively.
• Preferred Skills: Experience with systems like BDT, Zoho Desk, or VMS for operational tracking.
• Language Skills: Fluency in English; proficiency in Swahili is advantageous for client interactions.
• Work Ethic: Reliability, punctuality, and a proactive approach to operational support.
• Technical Advantage: Familiarity with cloud-based tools or CRM systems enhances efficiency.
• Interpersonal Skills: Strong ability to build relationships with clients and internal teams.
• Time Management: Efficiency in prioritizing tasks to meet tight deadlines.

Company Culture and Values

The client organization, supported by Gap Recruitment Services Limited, fosters a collaborative, professional, and results-driven work environment that prioritizes efficiency, compliance, and client satisfaction. Committed to equal opportunity, the company values diversity and inclusion, creating a workplace where employees are empowered to contribute to operational success. The culture emphasizes professional development, offering opportunities to enhance skills in finance, operations, and contract management. With a focus on accountability and teamwork, the client provides a dynamic setting for the operations assistant to thrive, supporting cross-departmental coordination and driving business efficiency in Nairobi’s competitive professional landscape.

How to Apply

Apply now for the Operations Assistant position. Submit your updated CV via the official Career Page by 17 September 2025. For inquiries, contact +254 784 155 512. Apply through: Submit Application. Only shortlisted candidates will be contacted. Gap Recruitment Services Limited is an equal opportunity employer, encouraging applications from all qualified individuals and maintaining a fee-free recruitment process.

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operations assistant, Nairobi jobs, accounts operations Kenya, compliance support 2025, contract management careers

Extended Content for Depth and Context

The operations assistant role through Gap Recruitment Services Limited is a critical position designed to support a client organization’s Operations and Compliance function in Nairobi, Kenya. As an operations assistant, you’ll provide administrative and operational support, managing financial records, coordinating procurement, tracking contracts, and ensuring seamless client servicing. This role is ideal for professionals with 2-3 years of experience in finance, accounting, or operations, offering a blend of analytical and administrative responsibilities in a dynamic business environment. With a focus on compliance and efficiency, this position positions you as a key contributor to the client’s success in Nairobi’s professional landscape.

Why Choose This Operations Assistant Role?

The operations assistant role offers a unique opportunity to combine financial, operational, and compliance tasks, providing a dynamic workday that balances structure with problem-solving. Unlike traditional administrative roles, it involves strategic responsibilities like contract management and procurement coordination, adding depth to your professional experience. Gap Recruitment Services Limited’s ethical, fee-free hiring process ensures fairness, while the client’s collaborative culture fosters growth in finance and operations. For Nairobi-based candidates, this role provides a stable platform to develop skills and advance in a competitive market.

The Role in Operations and Compliance

In the Operations and Compliance function, the operations assistant ensures smooth execution of daily activities, from financial record-keeping to contract tracking and procurement coordination. You’ll support cross-departmental workflows, ensuring compliance with policies and timely delivery of client services. Managing systems like BDT and Zoho Desk, you’ll maintain accurate records and facilitate communication, directly impacting the organization’s efficiency and client satisfaction in sectors like technology or consulting.

Financial Support & Analysis in Detail

As an operations assistant, maintaining financial records involves updating ledgers, tracking expenses, and ensuring compliance with accounting policies. Assisting in financial reporting includes compiling data for expense reports or budget summaries, while transaction tracking ensures accuracy in payments and invoices. Reconciling accounts and supporting audits require attention to detail, ensuring all financial data is organized and verifiable. These tasks support the client’s financial transparency and operational integrity.

Contract & Compliance Management Responsibilities

Drafting and reviewing contracts, such as NDAs or sales agreements, is a key duty for the operations assistant, requiring precision to ensure terms are clear and compliant. Tracking renewal timelines involves maintaining a calendar of deadlines and sending reminders to avoid lapses. Managing a database of clients, warranties, and AMCs ensures easy access to critical information, while coordinating with teams ensures adherence to contract clauses like invoicing or maintenance schedules. Sharing regular updates keeps stakeholders informed, enhancing compliance and operational efficiency.

Procurement & Billing Coordination

Following up on procurement requests as an operations assistant ensures timely purchasing and dispatch of client orders, coordinating with suppliers for accuracy. Tracking LPO fulfillment and job card submissions involves liaising with support and project teams to meet deadlines. Monitoring open LPOs and maintaining monthly reports prevent delays, while coordinating PMs and AMC billing ensures accurate invoicing. These tasks streamline procurement and billing, supporting client satisfaction and operational continuity.

Client & Support Coordination

Responding to client queries about contracts or billing is a critical aspect of the operations assistant role, requiring prompt and professional communication. Managing the BDT system involves updating contract and LPO statuses, while issuing licenses ensures compliance with client terms. Coordinating SMS bundle recharges for the VMS system, supporting claim approvals, and facilitating new client setups in Zoho Desk enhance client servicing. Tracking project handovers and PoC activities ensures seamless transitions and sales closures.

Documentation & Reporting

Maintaining organized records of contracts, LPOs, invoices, and project handovers is essential for the operations assistant, ensuring both digital and physical files are accessible. Assisting with legal document filing supports compliance, while preparing reports on renewals, procurement, and transactions provides actionable insights. General administrative tasks, like data entry and summarizing reports, streamline operations, while digitizing records supports modern workflows.

Qualifications and Skills in Practice

With a bachelor’s degree and 2-3 years of experience, the operations assistant brings practical knowledge of finance, operations, or compliance. Proficiency in Microsoft Office ensures accurate reporting and data management, while ERP software experience enhances efficiency. Strong communication supports client interactions, and analytical skills resolve operational issues. Organizational abilities manage multiple tasks, and professionalism ensures accountability in a team setting.

A Day in the Life

A typical day as an operations assistant starts with updating financial records and checking emails for client queries. Mid-morning involves tracking LPOs, drafting contract updates, and coordinating with suppliers. Afternoons include preparing reports, managing BDT system entries, and following up on PMs. Evenings wrap with summarizing operational metrics and planning for the next day, ensuring smooth workflows in Nairobi’s fast-paced environment.

Why Nairobi Is Ideal

Nairobi’s status as Kenya’s business hub makes it perfect for the operations assistant role, with access to industries like technology and consulting. The client’s location offers proximity to resources and networks, supporting efficient operations and career growth in a vibrant market.

Preparing for Success

To excel as an operations assistant, master Microsoft Excel for data analysis and practice contract management through case studies. Highlight 2-3 years of relevant experience in your CV, emphasizing financial or operational achievements. Networking in Nairobi’s business community and familiarizing with ERP tools can strengthen your application.

The Broader Impact

As an operations assistant, your work ensures operational efficiency and compliance, supporting the client’s ability to deliver services effectively. Accurate records, timely procurement, and client coordination enhance business outcomes, contributing to Nairobi’s economic growth.

Career Growth Opportunities

The operations assistant role can lead to positions like operations coordinator or compliance officer. Gap Recruitment’s network offers pathways to advanced roles in Nairobi’s professional sectors.

Challenges and Solutions

Challenges include managing multiple deadlines—use prioritization tools. Complex client queries? Escalate promptly. Data errors? Implement double-checking systems. These strategies ensure success.

Industry Trends in Operations

The operations assistant field trends toward automation, with ERP and CRM systems streamlining tasks. Compliance demands are rising, making roles like this critical in Nairobi’s professional landscape.

Final Thoughts

The operations assistant role is a dynamic opportunity to drive efficiency and compliance in Nairobi. Apply by 17 September 2025 to join a client organization through Gap Recruitment Services Limited.

Salary: KES 50,000–60,000 monthly, as confirmed in the job posting, consistent with market standards for operations roles in Nairobi per PayScale (average KSh 600,000 annually or ~KSh 50,000 monthly) and Glassdoor (Nairobi operations assistant average ~KSh 55,000 monthly).