Operations Officer
Beitbridge
- Organization: IRC - International Rescue Committee
- Location: Beitbridge
- Grade: Junior level - Junior
-
Occupational Groups:
- Operations and Administrations
- Closing Date: Closed
Operations officer is a key position in the overall
management of Operations that leads to the success and delivery of quality
programs. Under the direct supervision of Field Operations Manager, the
Operations Officer will ensure efficient and effective Operations functions
that include Procurement, Fleet, Logistics, Facilities (Office &
Guesthouse) management and Assets & Inventory Management.
Responsibilities:
Specific responsibilities shall include:
Warehousing or Stores Management:
Receive and manage all the
items procured by IRC as per procedure in liaison with the Field
Operations Manager.
Maintain an efficient
storage system for IRC Zimbabwe’s Field office. This includes use of bin
cards, stock cards or inventories re-order points and supervising 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 necessary 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 necessary stock reports.
Collaborate with program
managers to develop distribution plans for supplies and assets within the
life of the grant.
Procurement Management:
Develop and review
regularly procurement plans for active grants, in collaboration with
program coordinators/managers and internal / external stakeholders to
support program implementation.
Procure goods and services
in line with procurement policies and procedures in a transparent,
accountable, efficient, and cost-effective manner.
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.
Develop and implement
category sourcing strategy.
Facilitate the receipt and
distribution of supplies to final distribution points.
Monitor adherence to
internal controls within the purchasing/procurement system.
Monitoring performance of
suppliers periodically and give recommendations.
Maintain supplier files as
per policy.
Travel and Property Management:
Monitors and tracks all
facilities and utility payments for field leased Property and advice the
Field Operations Manager of the status.
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 necessary contact details with them if they are
staying in a hotel.
Logistics and Fleet Operations:
Oversee management of the
IRC 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:
Manage operations staff
based at Beitbridge that includes drivers, facility caretakers, daily
casuals, and warehouse/stores personnel.
Systems Compliance and Improvement:
Compliance to specific
finance, supply chain, IT, security 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.
Carries out other duties
as assigned by your supervisor.
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