2023-11-14

Operations Officer, Somalia

Somalia
Posted on November 14, 2023

Arche noVa

Operations Officer, Somalia

For coordinating the Project activities of arche noVa in Somalia, we looking for an experienced

Operations Officer

JOB DESCRIPTION

Date JD last updated:

8th November 2023

Date position opened:

POSITION DETAILS

Title: Operations Officer

Classification: N/A

Location: (Country & Base) Somalia, Galmudug with possible field missions in the Country areas of operation /Nairobi

Contract duration: 1 year renewable based on funding and performance

Starting date in- January 2024

country

Direct Line Manager: Program Coordinator-Somalia

Technical Supervisor: Desk Manager East Africa – Ethiopia/Somaliland, Dresden, Germany

1.Project operations

Planning, coordinating, and overseeing the project operations of a business. They may be involved in a wide range of activities, such as improving processes and procedures, ensuring the project meets deadlines, and managing resources and budgets.
Prepare Quarterly Operational Plan in coordination with the Program team based on the Project agreements
Implement the right processes and practices across the organization.
Formulating strategy, improving performance, procuring material and resources and securing compliance.
Mentor your team members, find ways to increase quality of service and implement best practices across all levels.
Support in direct implementation of project activities at the field level in coordination with project team members and partners
Ensure good coordination, communication, and relations within the Project team and partner
Coordinate with relevant partners and stakeholders to organize the project’s activities at field

2: Logistics and procurement matters.

Identify suppliers, collect quotations and ensure all needed information is filled according to internal procedures & donor regulations in collaboration with the
Ensure completion and proper filing system of all procurement files and support
Negotiate item prices, delivery time and other relevant terms with suppliers in the best interest of arche noVa and partners in collaboration with the PC.
Ensure good quality of all the purchased items, invoices, supplier stamps/signatures in line with internal procedures and procurement
Ensure continuous market survey to inform pricing of items in collaboration with the
Organize staff movements to meetings & field and ensure relevant facilitation in collaboration with finance team and
Identify potential transportation company/providers, draft service contracts and ensure all vehicle legal documentation in line with internal procedures/regulations in collaboration with the
Manage all procured stocks, assets and ensure proper records, frequent updating and accountability in collaboration with the PC.
Assists program coordinator Somalia as needed in creating clear and understandable purchase requests (PR) and other documentation;
Collects quotations and bids from the market for PR-s with support from the program coordinator Somalia– as per arche -noVa standards and formats;
Ensures fair competition and strictly adhere to arche noVa procurement rules regarding vendor relations as described in arche noVa procurement guidelines

Finance

Ensure all finance, Logistics, and HR documents are saved and stored in an online iCloud folder
Support Triangle’s program to manage payroll and maintain the human resource files and records.
Update the projects’ cash and bank book
Check eligibility of invoices and receipts
Sign PVs alongside the program manager to be checked and verified at regional level
Verify presentation of accounting vouchers.
Check the presence of all the required supporting documents (training reports, beneficiary training lists, beneficiary distribution lists, etc).
Reporting to the Regional Finance Manager on financial challenges (or more frequently, on an ad hoc basis, in the case of urgent matters arising unexpectedly).
Liaise with Program Officer/ Program coordinator on budget balances on a monthly basis.
Share the bank statement on a monthly basis
Ensure all finance documents are in order and ready for audit.
Participate in monthly reporting process and interim reporting to ensure its successful completion.
Monthly reconcile the cash and bank books against expenses to determine balances and follow up on any deficits.
Be an agent to the Bank account to be able to deposit payments
Ensure that all the due taxes are regularly calculated and paid timely.
Provide financial assistance, support and capacity building to the colleagues on procurements, accounting and administration duties and assignments.
Keeping track of deadlines for the projects of reference and informing the relevant Project Managers, as well as Administration supervisors, accordingly, with an overview of relevant actions to be undertake

5.Monitoring, follow-up activities, and reporting

Implement monitoring and evaluation plans to collect relevant project data.
Analyze data to assess project progress and impact.
Prepare regular monitoring reports highlighting key findings, challenges, and recommendations.
Ensure accurate and timely submission of reports .
Conduct regular quality checks on project activities to ensure compliance with project standards.
Identify areas for improvement in project implementation based on monitoring data.
Maintain organized and up-to-date records of monitoring and evaluation activities.
Ensure the secure storage of collected date

Internal & External relationships

Internal

arche noVa Program Coordinator Somalia
arche noVa Program officers
arche noVa Regional finance/finance
arche noVa Regional Meal officer and WASH technical

External

Government
Partners
Clusters
Local authorities
Donors
Other stakeholders connected with the projects

REPORTING RESPONSIBILITIES

Operations/Finance and logistics reports for Somalia the

QUALIFICATIONS

Bachelor degree in Development studies/community development/Business management, Operations Management or related field from a recognized university.
Proficiency in budget and financial management.
A postgraduate training in project management, monitoring & evaluation, Economics or related field
At least 5 years’ experience in Projects/ administration & logistics

SKILLS & EXPERIENCE

ESSENTIAL

Fluency in written and spoken English essential fluency in Somali an advantage.
Team player
Rigorous, patient, time management, and attention to detail
Maintain
Strong computer skills particularly in MS Excel and word
Flexible

PREFERRED

Prior experience in INGOs/LNGOs

How to apply

This document is non-contractual and may be modified to reflect the changing needs of the service.

Attention:
Somalis are highly encouraged to apply.

arche noVa is committed to creating an inclusive working environment, promoting and providing equal opportunities in employment.

Deadline for application: 24.11.2023 at 5 :00pm East African Time

Please send your application documents (cover letter, CV, supporting documents and references) as well as your salary expectations in one pdf-document to: ea.hr@arche-nova.org

Subject: Operations Officer-Somalia

Further information: www.arche-nova.org

………………………………………………………………………………………