Operation Officer

CHILD SAFEGUARDING: (select only one)

Level 3: The post 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 country programs; or are visiting country programs; or because they are responsible for implementing the police checking/vetting process staff.

ROLE PURPOSE:

The Operation Officer is accountable for ensuring cost-effectiveness and efficiency of operation through the management of various functions of the operational aspects of this project in coordination with the health program team, finance, HR, admin and procurement units. S/he will be responsible for implementing daily tasks related to procurement requisitions, monitoring the delivery of goods and services, receiving the goods and services, finalize all tasks on the system, and update the financial trackers. S/he will provide administrative support to the project staff.

In the event of a major humanitarian emergency, the role holder will be expected to work outside the normal role profile and be able to vary working hours accordingly.

SCOPE OF ROLE:

Reports to: Health Program Manager

Budget Responsibilities: No 

KEY AREAS OF ACCOUNTABILITY:

Operations Planning and Implementation

· Work closely with the project manager to develop the operational project work plans.

· Actively participate in the project planning events.

· Organize and maintain project files; maintain electronic and paper records.

· Conduct any other relevant tasks requested by the Project Manager.

Budget monitoring and control

· Update the budget tracker with all the projects expenses and comparing it with the GL and BVA.

· Revise the GL and BVA after the soft and hard close to ensure all the project expenses have been recorded correctly.

· Contribute towards having a precise budget forecast for the project with the project team.

· Oversee the timely preparation and submission of the advances and monthly cash request.

· Manage cash-flow, program advances and cash request projections for all program expenditures.

· Develop documentation and tracking tools for project financial requests and follow up on payment release and settlement according to SCI regulations and policies.

· Facilitate that all activities are implemented in accordance to the Plan of Action (PoA) and in timely manner and in line to project budget along with the project manager guidance.

· Issuing timely payments to the field team members and supervising the settlement of open advances.

· Support the partners in their tracking systems on the financial expenditures and reporting.

Procurement and administration:

· Develop the project and annual procurement plans in coordination with the project team and as per the project work plans.

· Oversee the procurement processes 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.

· Prepare all the supporting documents and specs. needed as per SCI regulations and policies

· Provide regular update on the status of the procurement to the staff member in charge.

· Support the project team in organizing trainings, workshops and other events in the field, as deemed necessary.

· Work on the requisitions of the operations on SCI system.

· Ensure that the field offices are well maintained and all needs are covered in timely manner.

In case of Emergency:

· Promote children's rights, contributing to their well-being and protection in times of emergencies, guided by humanitarian principles and code of conduct.

· During emergencies, he/she should act in a way that facilitates SCI’s response to emergencies, giving priority to all assigned.

· Be prepared to support SCI interventions in response to emergencies and show needed flexibility.

General:

· Demonstrate leadership in relation to Save the Children policies and practice with respect to safeguarding, code of conduct, health and safety, equal opportunities and other relevant policies and procedures.

· Comply with Save the Children policies and practice with respect to safeguarding policy, code of conduct, health and safety, equal opportunities and other relevant policies and procedures.

BEHAVIOURS (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 their team to do the same

· widely shares their personal vision for Save the Children, engages and motivates others

· future orientated, thinks strategically and on a global scale.

Collaboration:

· builds and maintains effective relationships, with their team, colleagues, Members and external partners and supporters

· 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; demonstrates highest levels of integrity

QUALIFICATIONS

· Bachelor’s level degree in a relevant subject (Business Administration, development or equivalent field experience).

· 4-5 years of experience, including INGO with Previous experience in procurement and finance.

·

EXPERIENCE AND SKILLS

· 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.

· Previous management experience is preferable.

· Excellent knowledge of computer programs (Excel, Spreadsheets, accounting programs, etc).

· Excellent language skills in both English and Arabic (written and verbal) is required.

· Strong organisational skills;

· Flexibility, ability to multi-task, meet deadlines and set priorities;

· Experience in financial accounting and administration (preferably in similar setting);

· Good knowledge of child safeguarding will be an added advantage; and

· Commitment to Save the Children values.

· Excellent written and oral communication skills

· Ability to work under pressure and deliver results with tight deadlines

Additional job responsibilities

The duties and responsibilities as set out above are not exhaustive and the role holder may be required to carry out additional duties within reasonableness of their level of skills and experience.

Equal Opportunities

The role holder is required to carry out the duties in accordance with the SCI Equal Opportunities and Diversity policies and procedures.

Child Safeguarding:

We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.

Safeguarding our Staff:

The post holder is required to carry out the duties in accordance with the SCI anti-harassment policy

Health and Safety

The role holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures.