Operation Officer
I. JOB TITLE: Operations Officer
II. ESTIMATED PERIOD OF PERFORMANCE/LEVEL OF EFFORT:
This is XX year (XX month) contract with the option to renew.
III. BACKGROUND: Relief International is implementing “Life saving and WASH support Project for North Waziristan IDPs at Bannu in Khyber Pakhtunkhwa. The project various activities are developing coordination with the district administration especially focal person for PDMA/FDMA, municipal officer, public health engineering and livestock department. Team will conduct the need assessment and will develop a list of the IDPs beneficiaries for livestock support and WASH activities in the selected union councils. RI-Rapid fund project also focus on the local population and will develop a coordination committee of the IDPs and Union council coordination committee or Local leaders in the selected Union councils. Relief International has to establish livestock support committee and WASH committee to inform and manage the selected IDPs at distribution points and ensure the management of water distribution points. Will share the progress of the project with district administration and FDMA/PDMA focal person as with donor.
V. JOB SUMMARY: The Operations Officer will work closely with the program coordinator and logistics manager to oversee district Bannu project offices and operations. S/He will assist in establishing and ensuring smooth implementation of strategic management policies, procedures, and compliance systems in a manner consistent with Relief International’s values of professionalism and integrity. The Operations Officer will provide oversight of all administrative systems to ensure quality control of project administration. The officer will oversee the regional procurement in consultation with the logistics officer to ensure appropriate controls and compliance with written policies.
VI. REPORTING: This position reports to the logistics manager
VII. PRINCIPLE DUTIES & RESPONSIBILITIES:
Manage all regional procurement needs to ensure that the most reasonable, fair, expeditious, and appropriate procurement choices are made pursuant to Relief International procurement guide.Directly supervise the day-to-day activities in the specified areas of operations (including the project's facilities such as office space, equipment and project vehicles), administration, logistics, procurement, budgeting and IT. This includes but not limited to fleet management, warehouse management, facilities management, equipment inventory, district operations management, financial management, and budgeting)Maintain a direct communication line between the Logistics manager (Islamabad) –to ensure that the administrative and operational requirements of the technical office in Bannu are satisfied.Facilitate the development and use of integrated tools and systems required for the planning, implementation, tracking, reporting and quality control of all administrative and management systems, including procurement, logistics, facilities, human resources, payroll, IT, and other systems for CCN staff.Advise and train on procurement, logistics and operations to program staff on Relief International’s best practices for procurement, operations, and human resources, as relevant and needed.Routinely audit accounting transactions and files maintained for procurement, grants, and local subcontract payments.Directly supervise the fleet and drivers in the completion of his/her duties which includes ensuring that the transportation fleet is in top condition and fully capable of meeting the heavy demands for transport and working with the Logistics and Security teams to produce accurate fleet lists, maintenance schedules, submission of accident/incident reports, proper handling of insurance issues, etc.Ensure the project inventory (including IT and communications systems) are fully functioning at all times. Includes verification of equipment inventory list and proper filing of inventory sign-out/sign-in documents.Maintain a filing system in electronic and hard copy format for technical, financial, logistics/procurement and administrative documents. Work with Islamabad staff to ensure the electronic filing system is in proper order and fully populated for efficient administration of the project.Provide feedback to the HR Manager on personnel issues including: preparation of employment agreements and scopes of work, salary negotiation, periodic performance review, determination and administration of employee benefits, and other processes as needed.When required, provide operational guidance to the Project coordinator and the technical team.Perform any other appropriate tasks that support the overall project, as assigned by the Chief of Party or his/her designee.Manage cash advance for operational expenses in the Bannu office.Ensure all goods distribution is conducted according to procedures, including the proper documentation of goods received.Manage transportation and accommodation of staff visiting from other RI offices.Manage regional human resources needs including the but not limited to the following.Maintain all attendance records.Manage banking needs as required for payrollA Bachelor’s degree in business, economics, or a related field.Minimum of three (3) years of experience in operations management, with experience in managing operations for USAID or international development projects preferred.Minimum of three (3) years of applicable technical and professional experience. An appropriate combination of education and work experience may fulfill these requirements.Demonstrated leadership and management ability and effectiveness in team-oriented work environments.Ability to work in a professional and cordial manner with fellow staff of multiple nationalities, implementing and cooperating partners, and relevant government agencies.Ability to work independently, to be able to accept and discharge substantial responsibilities, to prioritize work assignments, to meet deadlines, and to exercise professional judgment.Strong knowledge of USAID and or international organization rules, regulations, and procedures.Strong organizational and prioritization skills.Must be fluent in English and Urdu/Pashto, and be able to write clearly and concisely in both languages.Proficiency in computer skills, particularly with programs such as MS Word, Excel, PowerPoint, and Outlook.Human Relation skills, including integrity and ability to work with minimum supervision and under pressure preferred.Occasionally required to stand, walk, climb stairs, and sit for long periods of time; regular use of hands to handle or feel objects, tools or controls, and file; regularly required to talk and hear; and regularly required to use computer to look up, create, and modify documents.Occasionally lift and/or move up to 55 kilograms.Specific vision abilities required include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus.Normal office environment; usually moderate noise level.Occasional exposure to environmental conditions include exposure to hot, cold, wet, humid, or windy conditions caused by the weather.X. DUTY STATION: This position is located in Bannu
XI. TRAVEL REQUIREMENTS: Ability to travel periodically to district offices.
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