Categories

Responsibilities

General description:

The Operations Officer (OO) will lead the operational support to NPA’s programmes managed out of office in Raqqa, including administrative functions, facilities management, procurement activities and other related tasks, including assets control, service/maintenance, and fleet management. In addition, the OO will be line manager for the guards and cleaner in Raqqa.

---

General Office Management

 

♦ Manage the administrative functions of the office and liaison with relevant authorities on day to day basis and as required.

♦ Oversee the smooth flowing of routine, administrative work of the Raqqa office and program support operations.

♦ Inform staff and implement relevant policies and procedures. Advice on alterations and new policies when necessary.

♦ Implement the guidelines and support, in particular with communications, reception, services and office maintenance.

♦ Responsible for the ICT for all NPA office equipment and staff.

♦ Ensures effective management of the office's security in liaison with the security department.

♦ Manage the administrative logistics of international staff.

♦ Monitor the contracts in the administration department to achieve value for money.

♦ Coordinate administrative functions, harmonizing with other departments/units as much as possible.

♦ Act as the focal point for landlord formalities and communication, in coordination with the NES Head of Office and relevant Programme Managers.

♦ Ensure all staff have a safe and optimal work environment.

♦ Ensuring the office is stocked with necessary supplies and all equipment is working and properly maintained.

♦ Ensure all repairs and maintenance of the office and all the surrounding areas are carried out as appropriate.

♦ Oversee the smooth operation of the outsourced service providers for office and facilities maintenance.

♦ Ensure a high-quality filing system, including archiving.

♦ Contribute to development, review, and improve administrative systems, policies, and procedures and consistent application across the organization.

♦ Ensure compliance to the workplace health and safety measures in collaboration with safety and security officers and ensuring that they are undertaken by the organization all the time.

---

Procurement:

♦ Assist with significant procurements for partners as per the procurement plan shared by the programme team.

♦ Check that procurement plans are coordinated and agreed with Head of Unit/Programme Managers; follow up on purchase order (PO) status and keep the head(s) of the unit(s) and respective departments abreast of the estimated time of delivery or any changes that may affect or modify the pre-determined delivery conditions; ensure all expected merchandise is received per PO specifications, and that all goods are in good condition.

♦ Solicit bids, quotations, and tender documents; oversee the bidding process and provide support for procurement transactions, analyzing them for conformity to specified requirements; conduct appraisals, select suppliers, and coordinate with NPA Iraq or HO Procurement Unit whenever procurement procedures dictate.

♦ Follow the complete procurement process when needed for procurements.

♦ Ensuring that all documents relating to all purchases are filed appropriately and procedurally before submission for approvals and payment.

♦ Ensure all procurements comply with NPA and donor policies & procedures.

♦ Participate in the local market survey from time to time to establish products, commodities, prices, and the existing/new vendors. Keep abreast of the local markets and advise how best to source goods and services quickly and cost-effectively.

♦ Communicate regularly with the logistics team and the general coordinator to understand the priorities within the logistics activities.

♦ Along with the finance and other teams implement and follow-up of logistics procedures and donor compliance.

---

Logistics

♦ Review of the logistics guidelines and share with staff accordingly.

♦ Ensure proper use, monitoring, supervise regular maintenance and protection of all assets, including computers, generators, satellite phones, printers/copiers, etc.

♦ Ensure equipment are adequately and timely maintained, documented (tagged), and usage is in adherence to the guidelines.

♦ Make regular asset verifications, and participate in regular assets inventory count.

♦ Coordinate the staff movement.

♦ Support ICT functions as and when required, including developing and managing a backup system if required.

♦ Responsible for the total procurement, stock management, material flow, and all related procedures.

♦ Update Asset Register and records regularly.

♦ Ensure that all Assets are physically labeled with a unique reference number. All Asset movements are documented

♦ Verify Assets physically at least once a year.

♦ Contribute to planning of logistical activities through monthly, quarterly & yearly plans & budgets.

♦ Coordinate drivers, guards, and housekeeping staff, as required to support Programme needs.

♦ Prepare monthly logistics report.

---

Fleet:

♦ This requires frequent liaison with Safety and security officer and, when needed, with Country Security Manager;

♦ Ensure drivers perform routine inspections and checks and minor parts replacement on office vehicles;

♦ Monitor and coach assigned drivers to ensure safe and secure driving and strict adherence to NPA vehicle policies in collaboration with Safety and security officers.

♦ Provide Operations Manager with backup support on issues related to vehicles and generator maintenance.

♦ Ensure vehicles and generators are maintained and in good working condition and ensure proper registration and insurance of all vehicles are up-to-date.

♦ Maintain, monitor regular fuel consumption and record for Generators and Vehicles.

♦ Make sure that drivers are properly informed of any new legislation, local bye-laws, project guidelines, and other information relevant to their duties timely and effectively.

---

Partners capacity building:

♦ Support NPA new and existing partners to set up and define the administrative, procurement, and logistics department staff set up and draft job descriptions

♦ Support and mentor all partners procurement officer for procurement management processes

♦ Support and guides NPA partners in adherence to NPA procurement, logistics procedures, and local systems of internal control.