• Job Title: Operations Officer
• Location: Country office
• Department: Operations
• Reports to: CAM
• Responsible for: Operations/Logs assistant
• Hours per week: FT

Overall Purpose of Role:

Acting as the primary assistant to the Operations Manager (OM), the Operations Officer will support in carrying out INSO operations including (but not limited to) HR, logistics, procurement, admin tasks, and functions. The position will as part of the Operations team. 

Main Duties and Responsibilities:

Logistics & Procurement:

• Assist supervisor in procurement activities, in collaboration with Operations and Program teams
• Ensure the procurement process is as per the SOPs, with proper documentation supporting all the purchases
• Assist with identification of suitable vendors, collection of price quotes, documentation of procurement process, and management of electronic and paper procurement files
• Responsible for circulating RFQs, preparing bid analysis, and issuing purchase orders
• Coordinate all logistical arrangements for project-related events, workshops, seminars, and other training activities
• Responsible for managing & preparing service level agreements for the smooth running of project activities
• Help manage and administer office resources, including office space, assets including laptops, other related office systems and equipment.
• Maintain and update CO inventory list as per INSO requirements and submit quarterly reports.
• Ensure all assets are tagged and keep record of movement of assets.
• Ensure physical verification is done on a bi-annual basis.
• Monitoring of vehicle movement through vehicle log sheet 

Administration:

• Manage travel arrangements, including staff air tickets, transport, and accommodation for business purposes
• Support the organization of team events (meetings, workshops, etc.).
• Maintains a central filing system for required documents and forms.
• Support the development and systematic management of internal policies and their implementation across INSO operations
• Organize and process purchase requests, quotations, purchase orders, and goods received notes and submit to finance for payment.
• Help conduct compliance checks, donor due diligence, and other regulatory responsibilities.
• Fulfill other administrative functions as required
• Organize flight bookings for all staff and goods, and ensure all staff and goods have proper documentation before travelling
• Have good working relationship with flight partners such as UNHAS and local travel agents for Commercial Flights
• Ensure all invoices are sent on time for payment from our flight partners.

Finance:

• Process petty cash and bank transactions. Issue cash advances as authorized. Set up and manage a record system for the sums advanced as agreed with the Finance Manager.
• Collect the supporting documents to close all outstanding advances before the month-end. 
• Prepare cheques and bank wire transfer slips based on a complete documentation in all respect. 
• Liaise with local banks. Remit bank instructions for signatures. Submit and collect documents from local banks. Perform bank reconciliations.
• Process mobile-phone transactions (and/or coordinate payments with Hawalas when they are in place and not centralized at the main country office). Collect and file confirmations of receipt from the final beneficiaries.
• Complete month-end closing according to the agreed schedule. Prepare journal entries, properly coded, allocated and reconciled to enable direct import to SUNSYSTEM. Compile and prepare the accounting and audit documentation, upload the digital copies referenced chronologically in SharePoint, before sending the originals to the Finance department located at the main country office.

Human Resource:

• Assist with long-term and short-term recruitment needs for INSO
• Ensure all staff files are maintained
• Ensure all trackers and databases are up-to-date and readily available for management information.
• Assist with the identification, selection, recruitment, training, and orientation of new staff members
• Support with Cezanne where needed
• Ensure timesheets are up to date

PERSON SPECIFICATION

Knowledge, Skills and Experience

Essential:

• A Degree in Business Administration, Supply chain, HR, Logistics, or relevant field.
• Excellent English and local language skills, both written and verbal.
• Minimum 5 years of relevant work experience, preferably with NGOs.
• Proficient in Microsoft Office tools.
• Attention to detail and ability to multitask

Nice to Have:

• Other language skills like French, or native both written and verbal. 
• Open-mindedness and self-confidence.
• Acceptance and understanding of humanitarian principles.
• Strong ethics, with ability to manage confidential data.
• High degree of autonomy.

Personal Attributes

• Confidentiality, integrity, and a sense of conflict-of-interest prevention.
• Self-motivation, courtesy, and humility.
• Team spirit and good management of interpersonal relationships.
• Know how to plan and organize your work.
• Be flexible, dynamic, know how to propose initiatives.
• Be able to work under pressure. 
• Effective communicator.
• Capacity to work in multicultural environments.