Operations Assistant


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Description :

: International Rescue Committee (IRC)

Deadline: 16 June 2021


Location: Chipinge


About the IRC

The International Rescue Committee (IRC) responds to the world’s worst humanitarian crises and helps people to survive and rebuild their lives. Founded in 1933 at the request of Albert Einstein, the IRC offers lifesaving care and life-changing assistance to refugees forced to flee from war or disaster. At work today in over 40 countries and 22 U.S. cities, we restore safety, dignity and hope to millions who are uprooted and struggling to endure. The IRC leads the way from harm to home.


Background

This position is responsible for assisting the Operations in Chipinge and Chimanimani under the direct supervision of Operations Officer for Chipinge and Chimanimani. The Operations Assistant position is key in ensuring that the procurement, fleet, logistics, facilities (office & guesthouse), assets & inventory management are effective and efficient for the success and delivery of quality programs.


Responsibilities

Specific responsibilities include:

Warehousing or Stores Management - Receive and manage all the items procured by IRC as per procedure in liaison with the Operations Officer for Chipinge/Chimanimani; Assist the Operations Coordinator in maintaining an efficient and effective storage system for IRC Zimbabwe’s country office. This includes use of bin cards, stock cards or inventories reorder points and tracking and ensuring security of stored commodities and materials; Supervising set stock levels and raising stock replenishment requisitions when stock re-order levels have been achieved; Ensure timely reporting on stock status, to help Program staff with planning of stock replenishment, distribution of stock procured under various grants and that tracking through to the end user has occurred and all vital reports and documents are completed and filed; Undertake monthly stock counts and spot checks with the Field Operations Manager in conjunction with finance and produce all vital stock reports.

Procurement Management - Provide planning support and advice to those making procurement request, then process and manage the procurement process in accordance with The International Rescue Committee policies and procedures, in a transparent, accountable, efficient and cost-effective manner; Ensure that all procurements are tracked and recorded and ensure that open and free competition for procurements is adhered to; Maintain an efficient procurement system, including an updated PR & PO tracking database and a Procurement Tracking Matrix and filling system; Ensure that the local market surveys are regularly carried out, to ensure a full knowledge of the availability and price of local items; Support establish and manage local supplier database and price list(s);Facilitate the receipt and distribution of supplies to final distribution points; Monitor adherence to internal controls within the purchasing/procurement system; Supervising performance of suppliers periodically and give recommendations.

Travel and Property Management - Support in monitoring and tracking all facilities and utility payments for field leased Property and advice the Operations Coordinator of the status; Support day to day supervision of general cleanliness of the office and maintenance; Reporting maintenance requirements of properties to the Fields Operations Manager and facilitating for maintenance works to be undertaken; Ensure that visitors are received and have the international and contact details with them if they are staying in a hotel.

Transportation Management - Coordinate management of the IRC Chipinge field transport fleet, including efficient allocation of vehicles; Maintain transport records and ensure that IRC fueling procedures are followed. Ensure that fuel back up is enough all the time and fuel consumption and usage is accurately supervised, logged and recorded through logbooks of all IRC vehicles; Establish and maintain a system for driver schedules (working hours, night and weekend shifts). This also includes the day-to-day management of drivers; Lead all aspects of travel arrangements – accommodation; The production of transport reports as the need arises.

Management - This role does not have supervision responsibilities.

Systems Compliance and Improvement - IRC specific finance, logistics, IT, security, communications and human resource/administration policies and procedures; Any new procedures and guidelines designated in circulars.

Policy compliance - Mandatory Reporting Policy (MRP)-Ensure any violations of the IRC Sexual Abuse and Exploitation Code of Conduct are reported to the ECU. The reporting of violations is an obligation on the part of all staff members; Assist where necessary in undertaking activities that seek to prevent the occurrence of sexual abuse and exploitation of beneficiaries by IRC and other humanitarian workers; Play a key role in planning and rolling out training of and adherence to MRPs in coordination with the MRP focal team/person within country program.

Confidentiality - Ensuring the non-disclosure of any information whatsoever relating to the practices and business of IRC acquired in the course of duty, to any other person or organization without authority, except in the normal execution of duty.

Other duties - Carries out other duties as assigned by your supervisor.


Required Qualifications and Experience

Diploma in Business Administration, Purchase & Supplies, Logistics; at least 1 year of progressively responsible work experience directly related to the duties and responsibilities specified.


Knowledge, Skills, and abilities required

Knowledge of Databases and Spreadsheets and Knowledge of MS Packages; NGO experience an added advantage; Have a high degree of flexibility and ability to work under pressure with minimum supervision, with good communication and analytical skills; Ability to lead teams, problem-solve and decision-making capability; Fluent English written and spoken is required.



To apply

To apply


Please find detailed information on the position and submit your application here


https://rescue.csod.com/ux/ats/careersite/1/home/requisition/16108?c=rescue




Standards of Professional Conduct: The IRC and IRC workers adhere to the values and principles outlined in IRC Way - Standards for Professional Conduct. These are Integrity, Service, and Accountability. In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti Workplace Harassment, Fiscal Integrity, and Anti-Retaliation.




Gender Equality: IRC is committed to narrowing the gender gap in leadership positions. We offer benefits that provide an enabling environment for women to participate in our workforce including parental leave, gender-sensitive security protocols and other encouraging benefits and allowances.




IRC is an Equal Opportunity Employer. IRC considers all applicants based on merit without regard to race, sex, color, national origin, religion, sexual orientation, age, marital status, veteran status, disability, or any other characteristic protected by applicable law.

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