Operations Officer (2 Positions)

Responsabilités

Concern Worldwide is a non-governmental, international, humanitarian organisation dedicated to the reduction of suffering and working towards the ultimate elimination of extreme poverty in the world’s poorest countries Founded in 1968, Concern Worldwide works in 25 countries in Africa, Asia and the Caribbean with its headquarters in Ireland. Active in Malawi since 2002, Concern’s vision, our mission and our work are all defined by one goal – ending extreme poverty, whatever it takes. Concern strives for a world free from poverty, fear and oppression. Our culture is values driven and we believe that our people are central to all that we do and are key to delivering on our goal of Reaching the Furthest Behind First. We are committed to ensuring a workplace where everybody feels valued and are enabled to succeed in their work and contribute to delivering on our mission. Concern invites applications from interested candidates qualified for the following temporary position: Operations Officer (2 Vacancies) Contract Type: Fixed Contract Duty Station: Kasiya and Nsanje Job Summary Reporting to the Programme Manager, the Operations Officer will have the responsibility to manage the support function in field office as well as ensuring the provision nationally of timely and effective operations support to all programme activities. He/She will ensure that the organisation‘s operations policies and guidelines as well as donor regulations are adhered to at all times. He/she will be required to develop the skills and aptitudes of the staff under his/ her supervision and demonstrate excellent skills of day-to-day management, coaching and team building. Responsibilities and Tasks General upkeep of the reception area, offices and office surroundings by ensuring that it is always office is tidy and everything is in good condition Maintaining notice boards in the reception area, or outside and corridor and ensure that the information on the notice boards is periodically renewed and update Managing stationery stores (receiving, issuing and placing supplies requests) and providing monthly reports for control purposes Manage the conference room usage to ensure meetings do not clash and ensure it is always kept tidy and tea/coffee is provided, when required. Provide administrative support to Office to ensure adequate support is provided e.g.: scheduling and confirming appointments requesting transport for visitors and managers as necessary Filing support to HR, ensure the current and ex-employee files are kept up to date Draft HR letters under the supervision of the HR Manager. Oversee the procurement process, ensuring at all times Concern policies and Donor regulations are adhered to. This involves supporting the procurement team in Lilongwe to ensure all paperwork for supplies, goods and services are accurately and time y completed. Ensure the procurement procedures and processes are adhered to by staff and service providers for all low transactions done at field level. This involves closely monitoring the process from the original purchase request through to the payment of the invoice from the supplier and providing training and other support to staff (both support and programme staff members) where necessary. Monitor arrangements for transporting materials and supplies to their destination. Taking the initiative in collecting feedback from programme staff and service providers/suppliers to continuously improve the quality of operational support and the image of Concern to suppliers. Hold a database of all suppliers and contractors within the geographical area. Oversee and support the development and implementation of annual Procurement plans at the field office level Establish, develop and manage relationships with suppliers and relevant stakeholders where applicable. Develop and maintain an updated list of suppliers and a database of goods and services available with local vendors Oversee the implementation of the warehouse systems in line with Concern policies and good practices. Ensuring all movement of stock are recorded, correct paperwork is being used, stock is stored in suitable conditions and is secure. Ensure all stock levels are recorded and stock cards maintained through regular stock checks. Ensure that the correct paperwork is being used to update entries for the receipt, withdrawal and movement of stock. Oversee the physical stock verification exercise at a minimum on an annual basis and conduct spot checks on stock levels. Ensure the preparation of monthly stock reports and review these reports to ensure these are accurate and reconciled. Ensure these reports are shared with programme and department managers highlighting stock which has been in the stores for long periods of time. Oversee the physical fixed asset verification exercise at a minimum on an annual basis and conduct spot checks on assets. Develop and maintain good working relationship with all departments and programmes through open communication and dialogue. Draft and develop an operations budget for the field office, review it as required and ensure that expenditure is carried out in line with budget with support from the Programme Manager. Promote and ensure compliance with the requirements of Concern’s Programme Participant Protection Policy and Implementation of Humanitarian Accountability Partnership (HAP) standards – including community- based complaint and response mechanisms in order to ensure maximum protection to programme beneficiaries Support the Programme Manager in ensuring that clear protocols are in place in management of security of Concern personnel, assets, equipment and premises at the field office. Promote and protect the reputation of Concern in external settings, ensuring the organization’s experience and expertise is well communicated and consistently presented, and that we are seen as a professional organization. Ensure the efficient and transparent use of all Concern’s resources in order to maximize the benefit to the targeted communities. Promote accountability and ensure compliance with Concern’s Code of Conduct and Associated Policies (Programme Participants Protection Policy, Child Safeguarding Policy, and Anti-trafficking Policy), Anti-Fraud Policy and Core Humanitarian Standards (CHS), including the complaint and response mechanism (CRM), to ensure maximum protection of programme participants and the efficient and transparent use of Concern’s resources. Promote Equality, especially gender, within the organization and across programmes, in line with Concern’s Equality Policy and, and ensures targeting and project implementation is informed by How Concern Understands Extreme Poverty (HCUEP). Undertake other related duties as may reasonably be assigned by the Country Management Team or by Line Manager. Ensure adherence to Concern policies and procedures. Ensure induction with all new joiners is done on partnership operations support with a clear focus on monitoring partner administrative policies and procedures Participate in the CILPAT exercise with a focus on operations sections for partners based in the program area. Support partners to ensure compliance to policies and procedures related to operations Qualifications and Work Experience University Degree in Business Studies Relevant Degree in Business Management Additional short courses in HR & Admin, Procurement, Logistics or Stores Management required At least 5 years working experience in operations program support with at least 2 years in a administrative support role Working Knowledge of the General Office Administration, Procurement Cycle, and Stock management Ability to work well under pressure and in response to changing needs Excellent interpersonal and communication skills, training skills and writing skills Leadership skills, personnel and team management including mediation and conflict resolution

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