Operation Assistant

Nonviolent Peaceforce

Description

KEY OBJECTIVES/RESPONSIBILITIES:

 

Operations – Logistics & Procurement

 

Procurement:

 

  • Collecting quotations and offers from potential suppliers
  • Prepare supporting documents and assist during the evaluation of the bids
  • Archive carefully procurement documentation and transport it regularly to the main office.
  • According to the instruction provided by finance management make sure that invoices and bills coming from field offices comply with instructions given by the finance management team or NP guidelines.

 

Asset:

 

  • Properly record and tag all assets and inventory in line with NP policies and procedures.
  • Keep the asset register, asset cards and personal issue forms up to date with information of where each asset is/who it has been issued to.
  • Ensures that all field staff has all necessary assets according to policies

 

Fleet:

 

  • For the purpose of fleet management/he will be supporting the Fleet officer and Logistics office and actively control the implementation of transportation and vehicle policies and the quality of the maintenance of cars.
  • Responsible for oversight of vehicle maintenance in the field offices.
  • Ensure that all vehicles have logbooks and that all drivers and staff are filling them every journey
  • Monthly compilation of vehicle log sheets – archive vehicle logbooks and deliver them to the main office on a monthly basis.
  • Ensure that all vehicles have: spare tires, first aid kits, emergency tool kits, emergency contact numbers, and internal vehicle numbers the same as at least two copies of JCC and JCMC at any time. Communicates to the line manager immediately in case of any misconduct.
  • Support during vehicle use planning to meet programmatic and operational needs.

 

Office, Sub-Office & Guesthouse Management:

 

  • Manage safe and well-maintained and stocked premises for office and guesthouse purposes.
  • Lead on the identification of field sub-offices and guesthouses.
  • Support NP Security Staff in upgrading NP premises to meet security standards.
  • Ensures that NP field facilities are carefully maintained, clean and safe.
  • Proactively improves the office environment and suggests changes and adjustments
  • Supervise and schedule office cleaning and actively communicate with the field team members about the cleaning schedule.
  • Control and supervise caretakers and support them so they have all the necessary tools and working conditions to smoothly implement cleaning services in the field.

 

Security:

 

  • Support the Field Security Officer in ensuring adherence to SOPs, contingency plans, and risk assessment documentation

 

Others

 

  • Recommend and contribute to the drafting of new protocols, or adjustments to procedures, to improve effective logistics (procurement, asset management office maintenance, etc.)

Qualifications & Preferred Skills

QUALIFICATIONS

 

  • Young and proactive personality – fast learner
  • Willingness to travel to the field offices on a daily bases
  • English upper intermediate level, good knowledge of both – Arabic and Kurdish
  • Diploma or Equivalent Level of knowledge and experience is an advantage
  • Experience in NGOs in logistics, procurement, fleet, or security is an advantage

 

SKILLS

 

Independent Judgment/ Analytical:

  • Ability to manage information with discretion.
  • Ability to set priority, solve the problem and advise practical solution

 

Interpersonal Skill:

  • Flexible, energetic, and adaptable
  • Ability to work in a multi-cultural environment.
  • Proven ability to build relationships.

 

 Languages:

  • Ability to interact confidently with colleagues and external contacts in verbal and written English
  • Good spoken Arabic and Kurdish.

How To Apply

How to apply

  • Candidates meeting the above requirements are requested to visit our website https://nonviolentpeaceforce.bamboohr.com/jobs/view.php?id=78  to download and complete the NP Application to accompany your CV (max. 2 pages) and cover letter (max. 1 page). Incomplete applications will not be considered.
  • The closing date for applications is Wednesday, 27th October 2021

 

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