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المسمى الوظيفي: Part-time Operations Assistant

رقم الشاغر: 927


الموعد الاخير

July 10, 2023

الموقع

الحسكة

Requirements

SKILLS REQUIRED
To perform this job successfully, an individual must be willing to abide by Our organization code of conduct and understand the principles of Our organization statement of faith, as well as be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

1. Attention to detail, anticipation and follow-up are core values of the job function and supply chain management.
2. Possesses strong organizational and problem-solving skills.
3. Must be a self-starter and internally driven to success and hard work.
4. Possesses strong cross-cultural communication skills, both written and verbal.
5. Must be a humble team player
6. Ability to be flexible and adaptable.
7. Willingness to travel in and out of the field.
8. Knowledge of computer systems and their applications such as Word, Excel, and Outlook.
9. Ability to drive a standard transmission vehicle in rough road conditions.
10. Experience in the operations and logistics field preferably with an NGO
11. Must have analytical and report-writing skills
12. High level of integrity and stewardship
13. Committed to the OUR ORGANIZATION  values and ethics

EDUCATION/ EXPERIENCE NEEDED
• Bachelor's degree - preferable   
• Tertiary education and experience in the operations environment, preferably with an NGO in the past.
• 1 years' experience of operations work is preferred

LANGUAGE  
Fluent spoken and written English, as well as advanced Arabic and Kurdish languages, are a requirement.

 REASONING ABILITY 
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral diagram, or schedule form.

PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 
While performing the duties of this job, the employee is regularly required to sit.  The employee frequently is required to stand; walk and run; use hands to finger, handle, or feel; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; and talk or hear.  The employee must occasionally lift and/or move up to 50 pounds.  Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

WORK ENVIRONMENT 
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. The noise level in the work environment is usually moderate but can be exposed to loud noises around the maintenance and construction workshops.
2. May travel in country with exposure to communicable diseases, hot and humid weather conditions. 
3. Work in a security context that is fluid.

This is a non-contractual document that can be varied from time to time as circumstances dictate. This job description is intended to summarize the main duties and responsibilities of the post; this is not intended to be a full and exhaustive list of tasks. All OUR ORGANIZATION  staff is expected to demonstrate flexibility and willingness to perform appropriate tasks when the need arises. 

Responsibilities

JOB SUMMARY
Will work in direct support of the Our organization NES Programs and will be under the direct supervision of the Senior Logistics Officer. The Operations Assistant shall abide by the Our organization’s code of conduct. They will split their time between logistics management, primarily focusing on driver scheduling, management of daily lunches, and base management while also supporting procurement with monthly payments as needed.  

OPERATIONS ASSISTANT JOB DUTIES
Logistics:
1. Fleet Management
a. Organize the schedules of hired drivers based on staff needs and ensure timely transportation for various activities.

b. Maintain accurate records of driver schedules, vehicle bookings, and transportation-related expenses.
c. Collaborate with internal stakeholders to ensure smooth logistics operations, including coordinating with program managers and other relevant departments.
d. Oversee base management tasks, including organizing and arranging maintenance for facilities, equipment, and other assets.
e. Address and resolve logistics-related issues or concerns promptly and effectively, working closely with team members to find appropriate solutions.
f. Making sure that this information and trackers are stored safely in the logistics files

g. Check the logbooks for the OUR ORGANIZATION  tracks and compare the fuel invoices before uploading them to the database.

h. Accurately and efficiently carry out any further duties as designated or assigned by the Line Manager.


2. Management of Daily Staff Lunches
a. Plan and coordinate daily office lunches, ensuring a smooth and efficient process.
b. Coordinate with service provider to ensure timely delivery of meals.
c. Monitor and evaluate the quality of meals provided by vendors and caterers, addressing any concerns or issues promptly.
d. Collect feedback from staff members regarding the quality, variety, and taste of the meals.
e. Track invoices and receipts related to office lunches, ensuring accurate and timely payments.
f. Manage the cooks and their work schedules in addition to all lunch plans.
g. Provide the daily, monthly, and quarterly supplies that the cook(s) will need in order to prepare meals for the team.
h. Accurately and efficiently carry out any further duties as designated or assigned by the Line Manager.

3. Base Management

a. Ensure that the office and guesthouse(s) are well-maintained by tracking all of their maintenance schedules.

b. Complete minor repairs and hire skilled laborers to do additional maintenance as needed. 

c. Generate base Purchase Requests.

d. Regularly monitor generators to ensure they are in proper working condition and coordinate with external service providers for repairs or technical support.

e. Maintain and care for the base's garden, including watering and weeding plants. 

4. Additional Logistics Tasks

a. Support on physical assets count, updates, and disposal, as well as preparing all the necessary documents and submitting them to management. 

b. Coordinate and work humbly with team members.

c. Accurately and efficiently carry out any further duties as designated or assigned by the Line Manager.

Procurement:
1. Assistance in Monthly Payments

a. Support as needed with all monthly payment transactions, ensuring accuracy, timeliness, and compliance with established policies and procedures.

b. Verify invoices for accuracy and compliance with contractual obligations, purchase orders, and other relevant documentation.

2. Additional Procurement Tasks

a. Assist in procurements and obtaining quotes as needed.

b. Accurately and efficiently carry out any further duties as designated or assigned by the Line Manager