Operations Officer at Heartland Alliance

Project Background

Heartland Alliance Ltd-Gte is currently implementing a USAID funded Key Populations Community HIV Services Action and Response (KP-CARE 1) project in Akwa Ibom, Bayelsa, Cross River, Jigawa, Lagos and Niger States.

The project’s goal is to reduce HIV incidence, morbidity, and mortality among KPs as well as their sexual partners and children by increasing their access to and success in HIV prevention, diagnosis, and treatment by addressing the biological, social, and structural drivers of the epidemic using human rights principles and sustainable, peer-led approaches.

We seek applications from qualified persons for the position below:

Job Title: Operations Officer  

Reports to: Chief Operations Officer

Person(s) Required: 1

Location: Head Office, Abuja

Employment Type: Full Time  

Job Summary

The Operations Officer will ensure the smooth functioning of the Heartland Alliance Ltd/Gte Abuja office; key areas include facility management, procurement in the head office, developing and monitoring service-level agreement, office vehicle management, meeting /event organizing and assist the Chief Operations Officer (COO) in the various administrative and operations tasks.

Essential Duties and Responsibilities

• Ensure the expendable supplies in the office are well accounted for by maintaining adequate stock records.
• Work closely with the COO in the day-to-day running of the country office.
• Responsible for the country office facility management including but not limited to ensuring the offices are well cleaned, ensuring that office equipment are maintained and repaired as at when due, electricity and water bills are settled timely, ensure that diesel are available for the generator and monitor consumption and servicing of the generator.
• Maintain assets inventory, ensuring assets are maintained in good condition and check assets stickers regularly.
• Work closely with the Transport Assistants to ensure vehicles in the country office are road-worthy, safe for driving with proper vehicle documentations.
• Responsible for monitoring vehicle use, vehicle fuel consumption and vehicle logbooks.
• Provide logistics support as directed by the COO including planning of meeting and training activities, making hotel reservations, arranging of Airport or Hotel Pick-ups and drop off, Flight bookings for staff, consultants and participants.
• Provide direct supervision for the Transport Assistants, Office Assistants and Security Guards.
• Responsible for the physical layout of the office and ensuring adequate work space for staff.
• Responsible for office lockup and supervising the office guard services contracts.
• Coordinate with the regional and state office staff on operations related matters as directed by the COO.
• Proactively address the procurement needs of the head office in compliance with the procurement policies.
• In collaboration with other project staff, ensure the tracking of equipment inventory in all project sites.
• Any other duties 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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience:

• Bachelor degree/or its equivalent in related field.
• Minimum of 4 years’ experience in operations/admin functions preferably NGOs and community level programs, with increasing responsibility.
• Excellent interpersonal and communication skills.
• Independent judgment and discretion in completing assignments, seeking approval as appropriate.
• Good attention to details with the ability to follow through, applies, interpret and explain instructions and/or guidelines.

Preferred Skills:

• Familiarity with USAID-funded programs and non-governmental organizations in Nigeria.
• Demonstrated ability to work independently with minimal supervision, to be able to accept and discharge substantial responsibilities, to prioritize work assignments, to meet deadlines, and to exercise professional judgment.

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 – Respects cultural environment in which person is working and does not act in a manner that is outwardly offensive to the local community.
• Non-discriminatory- Does not discriminate persons based on sexual orientation or gender identity, age, preferred jobs, or behavioural 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, Power Point.
• Other software routinely used by Heartland Alliance.

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.