Operations Assistant at Heartland Alliance

Job Summary:

The Operations Assistant will be responsible for managing the operations process, embracing design, planning, control, performance improvement, and operations strategy.

Essential Duties and Responsibilities

• In conjunction with the Operation Officer, serve as a point of contact for logistical needs in the office, make travel details/logistics for staff, consultants, and participants in training programs including booking accommodations and arranging for airport and hotel pick-ups.
• Assist the Logistics Officer in planning, supporting, and implementing an efficient logistics and supply chain management system for HALG in accordance with donor requirements and stipulated guidelines of the Federal Government of Nigeria.
• Support the provision of adequate security of HALG office buildings.
• Manage training materials for HAN.
• Ensure Vehicle Authorization is approved before any vehicle leaves the Heartland Alliance Nigeria Office.
• Oversees the vehicle's movement and journey management plans.
• Maintains vehicle documentation, including log sheets, and repairs, log and schedules, and monitor vehicles' fuel consumption. 
• Maintain and update the list of assets for the organization for safety, audit, and asset insurance purposes.
• Coordinate the price research and purchase of office consumables and cleaning items.
• Support the team to develop, strengthen, and implement effective operational systems for HAN.
• Coordinate and supervise HAN administration systems.
• Responsible for ensuring the smooth day‐to‐day operations of the office.
• Ensure that appropriate control and structures are maintained in accordance with HAN and donor rules and regulations.
• Oversee the management of office consumables.
• Maintain assets inventory, ensure assets are maintained in good condition, and check assets stickers regularly.
• Facility management (cleaning, equipment repairs, utilities, water supply, facility keys management).
• Supervise the Security Guards, Office Assistants, and Transport Assistants in the office.
• Perform other duties as assigned.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or competency required.

Education and Experience:

• HND/ Bachelor’s degree.
• Minimum of 2 years of work experience preferably in logistics and storekeeping functions in an NGO setting.
• Excellent computing skills.
• Strong attention to detail.
• Experience in supply chain management systems is highly desired.
• Ability to interact with all levels with comprehensive consultative, partnering, facilitating, and influencing/negotiating skills.

Other Competencies:

• Time Management – Ability to prioritize tasks, manage time, and complete projects in a fast-paced, changing environment with minimal supervision.
• Quality Management - Looks for ways to improve and promote quality; Demonstrates accuracy and thoroughness.
• Written Communication - Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively.
• Adaptability - Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events.
• Cultural Sensitivity – Respect the cultural environment in which a person is working and does not act in a manner that is outwardly offensive to the local community.
• Non-discriminatory- Do not discriminate against persons based on sexual orientation or gender identity, age, preferred jobs, or behavioral habits.

Language Skills:

• Excellent oral and written English communication skills.
• Knowledge of Local Language preferred.
• Demonstrated competency in public speaking.

Computer Skills:

• Proficiency in Microsoft Office, Internet Explorer, Outlook/Exchange, Windows operating systems, PowerPoint.
• Other software routinely used by HALG.

Work Environment:

• The noise level in the work environment is usually moderate.
• The employee will be required to co-locate with local partners usually in the same office.
• The employee is required to travel regularly to often insecure and limited-resource environments.