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Senior Operations Officer

Requires a Cover Letter?: 
yes
Application Submissions Guideline: 

To be considered for this recruitment, salary history, and 3 professional supervisory references (whom we may contact after interview) with the date of availability to [email protected]. Incomplete applications will not be considered. The email subject line MUST include the following to be considered: “Senior Operations Officer"_ Beirut.

Contact Person Name: 
Randa Al Ahmad
Contact Person Position: 
HR Coordinator
Contact Person Email: 
[email protected]
Description: 
  1. Procurement
  • Ensure awareness and adherence to RI procurement policy and procedure including any country specific SOP for procurement. 
  • Provide input to RI project procurement planning and provide advice on the completion of the procurement request form.
  • Process the procurement requests related to Beirut and Bekaa offices in accordance with RI policies and procedures, in a transparent, accountable, efficient and cost effective manner. Assist with ensuring that all procurements are managed, tracked and recorded. Be responsible for the timely completion of procurements which are directly related to needs of activities supported by the area office. 
  • Act as the point of contact for RI to suppliers, vendors and service providers within area office. Liaise with programs to ensure appropriate quality, quantity and pricing of purchased goods.
  • Ensure detailed completion and filing of all procurement documentation including but not limited to PR, RFQ, CBA, PO, etc.
  • Assist with maintaining accurate filing systems, with documented and supported records of actions for audit purposes. Ensure procurement paperwork is complete and that all approvals have been obtained before purchases are made.
  • Manage all local Contracts including the lease of the office, warehouses and other property or service providers (vehicle rentals, communications, water, etc).
  • Prepare the documentation needed for the regular payments related to the contracts (office lease, vehicle rental, fuel, communication postpaid lines, internet service, water gallons, generator fees, electricity bills, facility utilities, health insurance, audit service, etc.).
  • Support in the accurate and timely updating of procurement tracking database.  Maintain local tracker and keep updated on Box. Support in the updating of a supplier database.
  • Assist with local market surveys; gain knowledge and understanding of the availability of supplies and services and price of local items.

 

  1. Assets
  • Ensure understanding and compliance with RI standards and other relevant policies of Asset Management including application of all standard tools and templates.
  • Ensure the data entry is maintained for a centralized asset register; ensure that all office and program assets are logged.  For all assets maintain tracking system and ensure all assets are issued with unique RI asset number, ID tag and are tracked.
  • Effectively manage assets and property; asset list is updated regularly and assets are disposed of according to RI and/or donor regulations.
  • Initiate and oversee the annual year end (and bi-annual) physical asset checks are completed; damage and losses are reported immediately.  Check and refresh of identification labels affixed to material necessary.
  • Ensure donor reports for assets are timely completed and submitted to the Finance/Program and other departments as appropriate. Ensure appropriate and timely disposal of assets as necessary according to donor standards and regulations.
  • Report any inappropriate use of RI asset, damage or loss of asset.
  • Ensure appropriate documentation in place to record transfer of responsibility of asset and keep track of all current equipment holders.
  • Support HR to ensure all RI assets and equipment have been returned in good condition by all staff departing the organization.
  • Work with procurement team to enable smooth process and immediate notification when a new asset or equipment is purchased.
    • Tagging and making GRN for new purchased fixed and non-fixed assets.
  • Maintain soft copy files and archiving system of all assets and equipment on box.
    • Archive all documents relating to different Assets transactions (Goods receive note, transfer sheet, gift certificate, loss, theft etc.)
    • Maintain inventory records deliveries, receiving, issuing, returning and keep up to date record of all RI assets.

 

  1. Warehouse/Stores
  • Ensure proper storage and warehousing of assets and program stocks, including proper receiving and issuing of stocks, maintenance and updated bin /stock cards.
  • Ensure proper record keeping and safety of all items received in the warehouse (goods received notes, receipts, waybills, stock requests and all other documents) both electronically and manually as may be required for audit trail.
  • Prepare warehouse report for monthly and quarterly reports.
  • Report on timely basis any missing, damaged or items whose expiry date is near for appropriate action.
  • Ensure strong collaboration and communication with CO and project sites for the receipt and delivery of all goods.
  • Organize for casual labor when required at the warehouse. Supervise the casuals during the time they have been hired in the warehouse until completion of work, to avoid any losses or miscounts.
  • Ensure the warehouse is safe, clean and well organized at all times.
  • Supports in distribution (on request).
  • Receive and dispatch the program items on time.
  • Liaise with donors logistic to receive GIK, make sure proper record and inventory received as per RI GIK policy.   Make sure GIK inventory is reported as per RI reporting schedule and booked in the finance system on quarter basis.

 

  1. Travel and accommodation booking
  • Book flight tickets upon request, following RI Travel Manual guidance.
  • Book hotel accommodation upon request in Beirut and Bekaa areas.

 

  1. Reporting/Capitalization
  • Ensure the compilation of price and supplier lists, as well as information in use (import-export, exemption, taxes).
  • Ensure that internal order forms are monitored and that the status of each order is given to the person waiting.
  • Consolidate operations monthly reports and pass on to the Operations Coordinator every beginning (5th) of the month.
  • Provide the Operations coordinator with all information needed to draft intermediary and final reports
  • Pass on purchasing reports for closed programs to the coordinators at the established frequency
  • Ensure the archiving (soft and hard copies) is regularly done and uploaded on RI Box as per RI requirements.

 

  1. Employee Supervision:
  • Ensure the high-quality management of staff to be directly supervised by Job Holder, this should focus on: employee relations; task delegation with timely follow-up/feedback provided; teamwork and collaboration; completion of performance evaluations; and leaves’ management among others.

 

Expired

NOTE:

Daleel Madani, the civil society network, serves as a platform for organisations to post their professional opportunities, but is not involved in the recruitment process. The hiring organisation is solely responsible for the job and candidate selection.

Relief International

Last modified: 
23 Dec, 2021
Intervention Sector(s):
Relief Services
Application Deadline:
Wednesday, 3 November 2021
Contract Type:
Full Time
Period of Employment:
July 1 – December 31, 2020 (renewable)
Salary
N/A
Salary Range:
1500 to 2000 (USD)
Education Degree:
Bachelor Degree
Education Degree Details:
University level education; training or skills in administration, logistics, business desirable
Experience Requirements:
2 to 3 years
Arabic Language:
Fluent
English Language:
Fluent
French Language:
None
Country/City: 
  • Lebanon
randomness