Job Information Operations Officer NGO Information
Contact Name HR Manager
Contact Email cv.syria@arche-nova.org
Job Information
Contract Duration
Governorate Erbil
Job Shift
Nationality National
Working Hours Full Time
Posted 2022-11-27
Requirements
Minimum Education Bachelor Degree
Degree Title
Minimum Experience 3 Year
Required Travel
Job Status
No Of Jobs 1
Published Date 2022-11-28
Deadline Date 2022-12-10
Location
[Erbil,Iraq ]
Description

Essential Operation Officer Position Responsibilities and Duties

  • As the key team member at the field office, provides leadership under the direct line management of HRM and Compliance Manager, in the definition and follow-up of Operations activities supporting Erbil office and NES projects, in conjunction with other coordinators and heads of programs to identify and give a response to the needs of the targeted population.
  • Monitor on a day-to-day basis the implementation of logistics/technical activities in the projects at the assigned field sites (Procurement, Assets, Fleet, stocks, infrastructures, communications, etc.), ensuring compliance with Arche Nova standards, protocols and procedures, and reporting to HRM and Compliance Manager on the development of the ongoing programs.
  • Takes the lead to ensure procurements at the field level are handled in a timely way by providing planning in coordination with program colleagues & good planning for timely delivery.
  • Maintained procurement database through accurate daily procurement tracker updates and ensured procurement paperwork is complete and that all approvals had been obtained before purchases are made.
  • Ensure an updated and accurate procurement tracker is available to program managers. Finance and senior management team.
  • Interact with vendors during the collection of quotations –explain Arche Nova formats and ensure that vendors will use the provided forms.
  • Interact with vendors in coordination with the management of the operations department, coordinating with Finance department to ensure payments are facilitated promptly.
  • Provide capacity building and close follow-up for junior colleagues; review procurement documents issued. Operations support officer to ensure that procurement by Arche Nova's procurement policies and procedures.
  • Contributing to the tender process under the direct supervision of HRM and Compliance Manager
  • Participate in vendor vetting system improvement
  • Ensures good warehousing & inventory management systems are implemented and storage facilities are up to the standards of Arche Nova.
  • Participate in the planning with the HRM and Compliance Manager as technical supervisor and direct line manager in the field to ensure both the sizing and the knowledge required to correctly perform all logistics activities.
  • As a technical referent at the field level for all logistics/technical issues in the field, ensures both logistics and programs staff are well conversant with logistics procedures through coaching and training.
  • Monitors technical aspects of the project risk reduction in areas of procurement, stock management, and assets by ensuring all procedures are followed correctly and in a timely manner.
  • Collaborates with another field/coordination managers to ensure timely delivery of logistics support.
  • Contributes to monthly reports according to guidelines. Ensures compliance to all Arche Nova and donor regulations & policies. Drives supply chain & logistics performance at assigned field sites to agreed levels.

 

Other (as needed or assigned)

  • Engage with supervisor and key staff (Log, Finance, and HR) on all logistics matters. Engage with other Arche Nova logistics colleagues to develop working networks to seek advice.
  • Represent Arche Nova in a positive and professional manner to contribute to the creation of a positive image and overall credibility of the organization, notably through the application of Arche Nova’s mandate, ethics, values, and stand-point about other actors
  • Assist in the induction of new operation and program staff.
  • Work with the logistics officer to ensure new assets are recorded and tracked accordingly.
  • Work in collaboration with the Logistics officer to ensure planning for goods receptions promptly.
  • Performs any other duties as assigned by the supervisor

 

Accountability

  • Responsible for ensuring that all procurement is conducted following Arche Nova policies and procedures, donor regulations, and local laws..
  • Responsible for ensuring that all allegations of breaches of the Code of Conduct by staff reporting is made by the incident reporting policy.  

 

Human Resources

  • Supervise the operations assistants/interns at the field level by providing support and training, promoting a friendly and professional working environment
  • Ensure staff performance appraisals for staff under his/her supervision are reviewed regularly and conducted as per Arche Nova HR policies and procedures.

 

 

 

Training

  • Advocate and plan for professional development for yourself and any supervised staff.
  • Provide input to, and deliver, where applicable, training for national staff to increase their responsibilities to build capacity, and ensure the sustainability of programs.

 

Working Relationships

  • Proactively engage with your supervisor and key staff (Program, Finance, and Medical).
  • Proactively engage regularly with your supervisor to develop working networks to seek advice where needed.

 

Representation

  • Represent Arche Nova in a positive and professional manner to contribute to the creation of a positive image and overall credibility of the organization, notably through the application of Arche Nova's mandate, ethics, values, and stand-point about other actors

Compliance

  • Ensure you and your supervised staff apply and comply with procurement and logistics protocols and policies.
  • Coordinate with the finance team all spot checks.
  • Review and update relevant Payments vouchers, invoices and receipts compliant with Arche-Nova process and policies
Qualifications & Preferred Skills
  • Degree in Procurement/Supply Chain Management/Logistics or related field.
  • At least three years of general logistics experience and at least two years of experience in logistics, Admin, HR, and IT in humanitarian organizations.
  • High computer literacy with expected proficiency in MS Word, Excel, PowerPoint, PDF, Photoshop, and the Internet.
  • Ability to work independently, take personal initiative, and multi-task, including solid facilitation skills in an ever-changing dynamic operational environment
  • Excellent written and spoken English and Arabic language skills.
  • Strong administrative and organizational skills.
  • Ability to coach others and work in a team environment with experience in conducting training.
  • Excellent interpersonal skills, cultural awareness and ability to work effectively in an operational environment.
  • Experience in negotiating service agreements with vendors and suppliers & contract management/ supplier relationship management.
  • The capability and willingness to be flexible and accommodating in sometimes difficult and challenging work situations.
  • Commitment to and understanding of Arche Nova’s aims, values and principles.
How To Apply

The application package should be comprised of: the applicant’s CV, a cover letter to  hrm.nes@arche-nova.org

 

 

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