OPERATIONS OFFICER
Expired 6 days ago!
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- Job Description:
Job Summary
The Operations officer is directly responsible for the overall effectiveness and efficiency of operations at the project office. S/he will provide supervision for staff responsible for the administration of the office and provision of financial, procurement, and human resource support services. S/he will be responsible for identifying where operational challenges exist and accountable for communication and follow-up with the Project Manager/Head of operations to agree on solutions and receive required guidance. S/he is also expected to ensure that projects receive the required operational support for quality and timely implementation.
RESPONSIBILITIES AND TASKS:
Job Responsibility #1: Operational support (30%)
- Lead the Operations functions in the project offices (finance, procurement, human resources) by organizing the operations team.
- Foster links between project and operations ensuring seamless coordination and support for project implementation.
- Facilitate process improvements for the project office operations to ensure efficiency and effectiveness. Responsible for operations team performance and capacity building of the Operations team at the Project offices
- Ensure human and material resources are effectively and efficiently obtained and made available for the sound execution of The Project office projects.
- Work closely with project and operations teams in the project office.
Job Responsibility #2: Financial and Administrative support (30%)
- Work closely with the field office finance officer to ensure the satellite office support function is well-addressed
- Ensure that the CARE Ethiopia personnel, administration, and procurement manuals are properly understood and implemented.
- Monitor that CARE Ethiopia assets, including all vehicles, equipment, and materials, are properly and efficiently managed, utilized, and safeguarded.
- Keeps proper file for the Filtu Field Office Office, staff and ensures that all necessary information of each staff is kept in the file.
- Ensures that all newly hired employees of the Filtu Field Office Office, have gone through formal orientation both about the organization and on the job.
- Consult with the Project Manager/Head of Operations regarding all unclear issues related to Staff development policies, procedures, or systems as required.
- Directs and controls the workflow regarding maintenance and proper utilization of vehicle use at the Project office.
- Monitors and ensures that there is a regular preventive maintenance plan for each vehicle.
- Receives approved Purchase Requisitions (PR) for procurement of goods and services (booking and air ticket purchase, consultancy, vehicle and office equipment maintenance);
- Collect Proforma Invoices and present them to the supervisor for further processing or approval;
- Inquires immediately for more specifications from requesting units if the PR is not clearly specified and completed;
- Handles Field Office purchases when required;
- Prepares detailed bid analysis based on Proforma Invoices and prepares Purchase Orders in the name of selected supplier using accounting software;
- Ensures that purchases are made in the best interests of CARE;
- Deliver PO for collection of goods;
- Collects purchased items from vendors and submits to the storekeeper against the official Goods Receiving Note (GRN) of the organization;
- Ensures timely preparation of cheques or CPO in order to avoid unnecessary delays in executing purchasing activity.
- Files all procurement documents in an orderly manner for control and reference purposes;
- Prepares weekly procurement status report and submits to the supervisor;
- Regularly updates the supervisor of all partial collections of the procured goods;
- Inform the supervisor about prices and qualities of goods if purchases are not of a routine nature.
Job Responsibility #3: Staff management (20%)
- Support the operations team in the Project office to effectively undertake their roles and responsibilities and lead the establishment and functioning of a strong, effective, and coordinated team.
- Complete all CARE performance management activities including performance planning, monitoring, and semiannual and annual performance appraisals.
- Collaborate with the FO Human Resources team to take appropriate personnel actions to address problems.
- Facilitate conflict resolution mechanisms and ensure that grievance and whistle-blowing mechanisms are functional and fairly administered as per CARE policy.
- Supervises, leads guides, and supports the driver Mechanic, security guards, and office attendant.
- Completes all performance management activities including performance planning, monitoring, and annual performance appraisals for staff in the Project offices
Job Responsibility #4: Office Management: 15 % of Time
- Liaise with local authorities and ensure the security of the FO.
- Ensure the availability and proper utilization of all organization's facilities.
- Ensure a professional working atmosphere around the office.
- Ensure all computers and accessories are in good order.
- Provide timely reports regarding the administration activities.
Job Responsibility #5: Others (5%)
- Follow up on legal matters of the Project office.
- Perform any other relevant duties as required by the field office Project manager/head of the operation.
GENDER EQUALITY
- Understanding and demonstrated commitment to the importance of gender, youth and social inclusion issues.
- Demonstrated commitment to principles of Gender Equity, Diversity, Inclusion and PSEAH (safeguarding), as evidenced in previous positions / programming
- Job Requirements:
EDUCATION/TRAINING
Required:
- 3 years of relevant experience with the first degree and 2 years of relevant experience plus a post-graduate degree in Management, Business Administration, Accounting, or an equivalent combination of education and work experience.
- Posted:
- 04.22.2024
- Deadline:
- 05.02.2024
- Job Category:
- Accounting and Finance, Business and Administration, Management
- Employment:
- Full time
- Location:
- Filtu, Somali
http://www.care.org/