Officer, Operations at Integrity Global

Scope of Work

• The Officer, Operations (OO) will be dedicated to supporting specific projects and programmes, providing operational planning, logistics and administrative support to all aspects of the project cycle (identification, proposal development, teaming, implementation and close-down) including editing and drafting of deliverables. The OO will also contribute to internal business projects and activities within the Operations team, gaining experience across business functions. This role would particularly suit someone with a demonstrated proficiency in MS Excel, and an interest in Data Knowledge Management. The role will be managed by a Manager or Senior Manager based in the same office.

Terms of Reference

Project Delivery Support (80%)

• The OO will work principally to ensure the smooth running of a range of Integrity’s projects, by providing support to all aspects of delivery. The number of projects being supported vary in number, size, technical focus, and geography. Tasks may include:

Project Management Support

• Project Planning: Maintaining a detailed overview of all planned and live project work, timelines and milestones. Coordinate plans across large and decentralised teams.
• Risk Management: Actively supporting risk management, including identification and logging of risks according to company standard operating procedures. Maintain a relevant contextual understanding of projects. Support due diligence and vetting procedures.
• Financial Management: Support the financial administration of projects, including managing invoicing processes, expenses reconciliation and budget management and reporting.

Project Delivery

• Written Deliverables: Contributing to report drafting, editing and formatting. Quality assurance of select written deliverables. Research support on specific projects.
• Meetings and Events: Supporting scheduling and logistical arrangements for engagement and major events with project stakeholders, across the projects’ countries of operation.
• Knowledge Management: Maintaining project-specific and company-focused digital knowledge management platforms (Podio). Maintaining streamlined and well-organised electronic project folders on SharePoint.

Team Delivery

• Consultant Management: Manage consultant contracts, track delivery time and collate timesheets across projects. Liaise with consultants and clients to prepare and process timesheets and invoices.
• Travel Support: Ensuring the smooth deployment of staff, consultants and resources through the procurement of flights, visas, letters of entry, consultant deployment checklists, and movement of funds.
• Duty of Care: Provision of operational and duty of care support to deployed project teams, including deployment, check-ins, and recovery management.

Operational Support (20%)

Support the Operations team’s functions and activities, including Data & Knowledge Management, security and risk management, operational support and team support.

• Play a leading role in supporting office management efforts to maintain a pleasant and professional physical working environment.
• Supporting the design, testing and implementation of internal projects such as new systems, processes and tools.
• Participate in the development and delivery of team and company strategy.
• Support infrastructure tasks such as office relocations and establishing new company offices where necessary.
• Inputting on project proposals as required, including liaison with consortium partners, background research, proposal risk matrices, drafting and budget design.
• Assisting the Business Development team with consultant selection, interviewing and relationship management.
• 5 working days dedicated to professional development activities (e.g., receiving and delivering training, attending relevant events, achieving relevant qualifications and certifications).

Your Experience and Expertise

The successful candidate will:

• Have a relevant Bachelor’s degree.
• Have 0-2 years’ professional experience with an international organisation.
• Possess excellent verbal and written communication skills.
• Have a good working understanding Microsoft Office, with particular skills in Excel. Ability with PowerBi is desirable.
• Understand research approaches and methodologies.
• Take personal responsibility for the quality and timeliness of work and will achieve results with minimum supervision.
• Demonstrate ability to build constructive working relationships characterised by a high level of acceptance, maturity, cooperation and mutual respect.
• Be a strong team player with demonstrated ability to promote cooperation and commitment within a team to achieve goals and deliverables.
• Demonstrate ability to work under pressure and to tight deadlines.
• Maintain professional accuracy with good attention to detail.
• Adapt to changing business needs, conditions and work responsibilities.
• Earn others’ trust and respect through honesty and professionalism.

Languages

• Written and oral fluency in English, with the ability to write clear and compelling narrative.
• Depending on the agreed work location, written and oral fluency in Levantine Arabic or Sudanese Arabic, is highly desirable.

Core Competencies

You should also demonstrate the following core competencies:

Level 1: Team competencies

• Ethics
• Leadership
• Planning and Organizing
• Development and Continual Learning
• Results Focus and Initiative
• Teamwork
• Customer Orientation
• Communication
• Managing Change