Regional People and Operations Associate Open Mapping Hub - Nairobi (Remote) at Humanitarian OpenStreetMap Team (HOT)

The role also convenes cross-functional coordination across Programs, Community, and Tech to unblock work and promote consistent ways of working across the region. The Associate will work closely not only with the ESA Hub Team, but also their functional counterparts on the Central team and HOT’s other three Hubs in Latin America and the Caribbean, Asia Pacific, and West and Northern Africa.

Essential Functions

• Team Rhythm & Internal Comms: Lead the weekly ESA meeting (agenda, pre‑reads, facilitation, decisions, action tracker, notes in 24–48h); maintain the regional operating calendar and reminders.
• Operations Governance: Keep SOPs current (travel, events, procurement, record keeping) including ensuring alignment and compliance with org-wide policies; ensure duty‑of‑care and data protection across activities.
• Logistics & Travel: Coordinate travel/visas/security briefings, events and field deployments; manage remote/office ops (equipment allocation, couriering, SIMs/data).
• Asset Management: Maintain the ESA asset registry (tagging, assignment, checks/repairs, end‑of‑life); quarterly reconciliations and exception reports.
• People Ops Support: Coordinate hiring logistics and onboarding/offboarding; triage HR queries; maintain personnel files; review timesheets for compliance and approvals.
• Procurement & Due Diligence: Run compliant procurement; conduct vendor/contractor/mapper due diligence (KYC, conflicts, sanctions/PEP, references); maintain supplier lists/frameworks.
• Finance Administration: Prepare payment packs; review expense claims and coding; support RD expense filings/corporate card reconciliations; forecasting/accruals and audit support.
• Partnerships Support: Provide scheduling and logistics for ESA partner meetings and events; circulate pre‑reads and take minutes as needed; support action/owner/due‑date trackers and send reminders; assist with MoU/LoU routing/signature and basic deliverable tracking; maintain partner files and a simple CRM tracker.
• Risk, Safeguarding & Security: Embed safeguarding/anti‑fraud; maintain risk registers for events/deployments; coordinate security advisories and incident escalation.
• Continuous Improvement & Tooling: Champion use of HOT tools; deliver short trainings/quick references; publish a monthly ESA Ops dashboard; lead small Kaizen improvements.

Requirements

Education / Qualifications

• Bachelor’s degree in Business Administration, Human Resource Management, Logistics/Supply Chain, International Development/Relations, or comparable professional experience.
• Professional certifications a plus (e.g., PMP/Prince2, CIPS/Procurement, CHRP/People Ops, ISO 31000 Risk).

Experience

• Minimum of 3-4 years of progressive operations/administration experience in NGOs or similar multi‑country contexts; regional ESA experience strongly preferred.
• Demonstrated experience across at least three of the following: logistics & travel, procurement, HR/people ops, asset management, finance admin, partnership support (scheduling, documentation, MoU tracking).
• Experience setting up and improving SOPs and internal controls; familiarity with donor compliance and audits.