Background information about the job or company (e.g., role context, company overview)

World University Service of Canada - is a leading Canadian non-profit organization in international development, committed to building a more equitable and sustainable world. We work with a unique and powerful network of post-secondary institutions, private-sector partners and volunteers to provide education, employment and empowerment opportunities that imp...

Responsibilities or duties

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's, 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 or requirements (e.g., education, skills)

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.

• 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
• Support the delivery of workshops, training's, 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;
• 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
• 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.

• Strong organizational and documentation skills
• 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
• Ability to work hands-on, independently, and collaboratively within a team
• High attention to detail
• Sound judgement
• Proactive, solutions-focused approach
• Familiarity with digital tracking or document management systems (advantage)
• Fluency in English
• Ability to write clearly and edit to a high standard
• Fluency or professional working proficiency in French (asset)

• 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.