Operations Officer

About Futures Group Global Outreach

Job Summary

Under the direct supervision of the Operations Director, the Operations Officer is responsible for managing assigned operational responsibilities of the Health Resiliency Project, including assistance with financial reports, procurement systems, logistical, transport, and general office management. This individual works closely with other operations staff and programs staff to accomplish project objectives.

Duties & Responsibilities

Key Responsibilities:

Administration, Logistics:


Monitor the kitchen food services organization, efficiency and food purchases to ensure the timely ordering, stocking and supply of food items; hygienic practices for food storage, handling and subsequent preparation; prompt delivery of meals at the determined hour.


Monitor the supply and prepare requisition request for all cleaning and maintenance materials in consultation with Operations Manager, ensuring the proper organization, storage and inventory of purchases.


Monitor the supply and prepare requisition requests for all office expendable clerical supplies; in coordination with Receptionist/Administrative Assistant, ensuring the adequate supply, proper organization, storage and inventory of purchases.


Coordinate printing and reproduction services including reports, training materials, business cards, brochures and similar items, identifying qualified service providers.


Identify office furniture, furnishings, clerical supply, and equipment vendors.

Responsible for project training and meeting space reservations and coordination of all required logistical support in consultation with project technical and administrative staff.

Arrange and coordinate staff lodging and accommodation for in-country travel.

Procurement:


Become thoroughly familiar with detailed systems and procedures for the procurement of goods and services;


Prepare purchase orders and all other documents associated with procurement actions;


Ensure that all local project procurement complies with Futures Group home office Standard Operations Procedures and USAID regulations;


Assist Operations Manager in providing on-going training for the application of procurement procedures to project technical and administrative staff and collaborating implementing partners.

Facility Management:


Perform daily inspection of Kabul office building and property to note services required and proceed to perform cleaning, maintenance and repair in the direct supervision of full-time maintenance staff, meeting daily with them to review and prioritize assigned tasks.


Provide all required training and support to supervised staff to enhance efficiency and productivity in the performance of their day-to-day activities.


Check regularly all office equipment and appliances for immediate maintenance and repair of non-functioning items; ensure the replacement of defective lighting and electrical fixtures and plumbing; provide cleaning schedule for equipment and appliances, including air conditioning cooling/heating units; establish controls for all office building property deliveries and removals.


Identify and select electrical, plumbing and other interim repair service providers, including office equipment and appliances repair technicians, and ensure the quality performance of the contracted work by monitoring closely work in progress and performing final inspection at completion of work for payment approval.


Interact with all utility service providers, including city water, electricity, for office service installation, maintenance and repair.


Respond to all staff requests for building maintenance and repair, performing routine survey and in-depth inspection of building structure, grounds, internal and external plumbing and electrical systems.


Monitor the supply and prepare requisition request for all cleaning and maintenance materials and tools ensuring the proper organization, storage, inventory and security of purchases.

Other:


Submit monthly report to the Operations Director summarizing activities and problems encountered/resolved.

Other operational tasks as May assigned by the supervisor.

Job Requirements

A bachelor degree in Business Administration or equivalent.

Proven competency in areas of responsibility;

At least 4 years of operational experience with a good understanding of business operations; experience with international organizations and USAID regulations an advantage.

Proficiency in MS Office applications and financial software designed for small and medium size business.

Sound written and verbal communication skills in Dari and English.

Experience supervising and guiding junior staff;

Demonstrates good judgment and decision-making

Submission Guideline

Interested candidates should submit a current resume with a cover letter. Please state the title of the job in the headline of your e-mail.

Note: Only short listed candidates will be contacted for the interview. Date and location will be determined and communicated with the short listed candidates only.

Functional Area

Operation

Countries

Submission Email

afghanistanjob@futuresgroup.com

Apply Now