Operations Officer at SNV

Job Description

The Operations Officer performs tasks that depend on a specific situation. He/she carries out a mission of preparation and support of the various activities of his/her hierarchical superior(s). He/she supports the various activities in the Field /Country Offices on Procurement, Human Resources, and Logistics and Administration matters. The manager can rely on the assistant mainly in the administrative and organizational areas: the organization of activities, the management of information and correspondence as well as that of the agenda and priorities.

The Operations Officer knows and understands the core activities and strategies of the company and manages confidential information with discretion.

Key Responsibilities

Key responsibilities include:

Administrative and Logistics Management 

Manage Admin and Logistics to ensure;

• Stock management of office stationery, supplies, office equipment and furniture;
• Regular office and equipment maintenance and repair to ensure safe working environment
• Coordination of Logistics and Travel and requirements, including support to incoming visitors with visa applications
• Maintenance of clean and professional office environment (oversight and management of cleaning services)
• Manage contracts with the car company, allocate their use as needed and ensure tracking of their work hours;
• Manages the provision of office equipment’s and furnishing to staff whenever needed.
• Maintenance and renewal of annual service contracts; rental agreements; insurances

Procurement of Goods and Services

• Liaise with staff based in your office to know the needs (assignments) of the projects and the office.
• Create an annual Procurement Plan for each of the projects with the project managers that are situated in your field office
• Create an annual Procurement Plan for office needs for goods and services
• Manage all procurements for projects and office needs by following SNV’s procurement policy and donor policies in order to ensure that all goods and services are procured for projects and the general office needs in a fair and open manner and that procurements are compliant with SNV and donor policies;
• Manage the whole procurement process from receipt of the Procurement Request Form to signing of the contract with the vendor/ service provider.
• Maintain clear and complete files for each and all procurements.

Human Resources Management

• Support all HR related matters in the location office .i.e. Employee relations, Talent acquisition and learning and development

Records Management

• Ensure that all the records for Human Resources are in place, complete and must be pristine in case of audit review
• Manage administrative systems, both hard copy and on line, such as record filing systems, shared folders and share point for documentation management, all operations documents at country/Location offices;

Requirements

• Advance diploma or BA on Social Sciences Degree or a related field
• At least three years in administration, HR and procurement
• Team Player, Effective Interpersonal and Coordination skills
• Sound General Business Practice and Experience, able to work autonomously and in a team
• Experience in working with International Organisation is an added

Desired Attributes

• Excellent Communication skills, Adaptability, Flexibility, high Integrity, client Orientation, exactness, Result oriented, Excellent Customer Service, Multi-tasking