TITLE: Operation Officer
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TEAM/PROGRAMME:
Program Operations/ Literate Village Program
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LOCATION:
Cairo
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GRADE: G4
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CONTRACT Type: FTA
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CHILD SAFEGUARDING:
Level 3: the role holder will have contact with children and/or young people either frequently (e.g. once a week or more) or intensively (e.g. four days in one month or more or overnight) because they work in country programs; or are visiting country programs; ore because they are responsible for implementing the police checking/vetting process staff.
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ROLE PURPOSE:
The Operation Officer is accountable for the cost- effectiveness and efficiency of operation through management of various functions of the operational aspects of LV project in coordination with the SCI Egypt Finance, HR, Admin and procurement Managers and LV Chief of Party. With the DCOP, program staff and other SCI teams, the Operations Officer is responsible for the development and implementation of appropriate systems which will enhance project planning, operations and quality assurance.
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SCOPE OF ROLE:
Reports to: COP
Staff directly reporting to this post: One Assistant.
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KEY AREAS OF ACCOUNTABILITY:
Key Responsibilities:
- 1. LV Procurement and contracting
- Develop the overall life of project and annual procurement plans in coordination with the project team and as per the project workplans.
- Oversee the procurement and ensure compliance and filing of required documents in accordance with
Donor and SCI policies in collaboration with the procurement department.
- Ensure the quality of the services and goods before the delivery by the vendors.
- Develop tracking system and follow up tools for tracking the implementation, progress and take all necessary actions to ensure that the project is achieving plans as per the time schedule.
- Coordinate with the field offices for goods delivery schedules and receipt of supporting documents
- Develop a system for documentations and distributions plans as per locations
- Prepare all the supporting documents and specs. needed as per SC-CO regulations and policies
- Provide regular update on the status of the procurement to the staff member in charge.
- Providing regular update and report for COP on progress against plan
- 2. HR related function
- Support LV team in developing the recruitment plan for project staff and consultants as per project plans and needs of project team
- Coordinate with HR department and providing them with all the needed documents, data and info.
- Document and track processes and progress update
- Keeping records and filling for all project consultants
- 3. Finance related function
- Oversee the timely preparation and submission of the advances and monthly cash request
- Manage cash-flow and cash request projections for all program expenditures.
- Develop documentation and tracking tools for project financial requests in coordination with LV senior finance officer and follow up payment release and settlement according to SC_CO regulations and policies
- Oversee and follow up the payments of the hired consultants based on completion of their Sows
- Mange the project petty cash
- 4. Office operation
- Work closely with the COP to develop sound operational project work plans
- Lead and oversee all the preparation of project planning events and gathering including schedule, materials, logistics and any other related tasks.
- Documentation and filling of planning events and gathering
- Supporting COP through internet search and providing data, statistics and any other subject related studies which inform in project planning, reporting and implementation
- Develop a digital documentation system for project correspondences
- 5. Staff Management:
- Provide coaching and support to Admin. Assistant and performance appraisal as per SC policy and schedule
- Follow up and ensure the effectiveness and efficiency of work performed and give a constructive feedback
- Carry out other tasks as assigned by the COP.
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SKILLS AND BEHAVIOURS (our Values in Practice)
Accountability:
- Holds self-accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values
- Holds the team and partners accountable to deliver on their responsibilities - giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved
Ambition:
- Sets ambitious and challenging goals for themselves (and their team), takes responsibility for their own personal development and encourages others to do the same
- Widely shares their personal vision for Save the Children, engages and motivates others
- Future orientated, thinks strategically.
Collaboration:
- Builds and maintains effective relationships, with their team, colleagues, Members and external partners and supporters
- Commitment to member services, capacity building and development of partners through oversight and collaboration
- Organisational development support to implementing partners. It is specifically support in developing their systems like HR system, finance system, procurement and admin systems etc.
- Willingness to work in emergency contexts and deployment on emergency programs as part of our commitment to dual mandate.
- Values diversity, sees it as a source of competitive strength
- Approachable, good listener, easy to talk to
Creativity:
- Develops and encourages new and innovative solutions
- Willing to take disciplined risks
Integrity:
- Honest, encourages openness and transparency
- commitment to Save the Children Values
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QUALIFICATIONS AND EXPERIENCE
- Bachelor’s level degree in a relevant subject (Business Administration, PR or equivalent field experience).
- 3-5 years of experience, including INGO with Previous experience in procurement and finance
- Excellent knowledge of computer programs (Excel, Spreadsheets, accounting programs, etc).
- Excellent communication and interpersonal skills and ability to work collaboratively as part of a team Excellent organisational and planning skills, attention to details and the ability to manage time and prioritize
under pressure.
- Excellent language skills in both English and Arabic (written and verbal).
- Experience in organizing big gathering and planning events.
- An initiative-taking, proactive, inspiring attitude with the ability to manage and prioritise an unpredictable workload and solve problems quickly with little supervision.
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Additional job responsibilities
Additional job duties and responsibilities will always be set with the livelihood volunteer and with his or her consent.
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