Operations Associate at Center for Civilians in Conflict

Job Summary:

The incumbent reports to the Regional Operations Manager (ROM) and will be responsible for general office administrative functions, finance and logistics management. The Operations Associate will provide service in the day-to-day delivery of responsive, effective and efficient administrative activities in support of the Center for Civilians in Conflict’ (CIVIC) mission to improve civilian’s protection. You will provide consistent and high-quality service and contribute to the proper stewardship of resources to help ensure operational effectiveness in support of high-quality programming.

Job Responsibilities

• In consultation with the project team, explore market and collect price quotations from identified vendors and collect necessary documents and information to process procurement in line with CIVIC policies and procedures.
• Ensure that staff advances are correctly and timey retired on time.
• Conduct due diligence review of potential consultants/contractors and vendors prior to submission for approval.
• Remittance of statutory 21deductions such as Taxes, Pensions and NHIF to various regulators.
• Develop and maintain systems for tracking contractual documents, correspondence and reporting applying records management policy.
• Participate in workshop and event planning.
• Make reservations for conferences/workshops venue and participants’ accommodation in line with company and project guidelines.
• Make reservations for air, train, or road travel, as necessary.
• Provide timely and accurate financial and logistical support for organizing conferences, workshops, and events. This includes arrangement of venue setup, catering, workshop supplies, and equipment.
• Coordinate with program team to confirm participants and workshop costs. Ensure the vendor invoices and participants expense reports are processed for payment on time.
• Administer travel authorizations, travel advance requests and travel expense reports including reviewing, ensuring authorized approval and processing for payments as per the corporate and project travel guidelines.
• Manage necessary vendor relationships to ensure smooth organization of workshops and programs. Maintain up-to-date list of vendors for accommodations, conference venues, travel logistics, workshop and stationery supplies, catering services, taxi/vehicle rentals, conference equipment and support services, interpreters, etc.
• Potential travel to event venues to provide logistics support during activities.
• Ensure all CIVIC assets are properly recorded, listed and tagged and inventory list updated from time to time
• Monitor staff timesheets and send communications to relevant staff for missing, incomplete, unsigned or unapproved timesheets.
• Prepare draft financial reports and other documents that may be required by the ROM.

Educational qualification & experience requirements:

• Bachelor’s degree in business administration, Accounting or social science discipline is required. Professional diploma/Certificate or courses in accounting (at least CPA II), Administration or Logistics preferred.
• Four years’ experience working in an office environment in a clerical or administrative role. Experience with a local or international NGO a plus.
• Additional education may substitute for some experience.
• Experience with typing/word processing, data entry into online databases and forms, and working with various office equipment.
• Experience in MS Office package (Excel, Word, PowerPoint, Visio) and information management systems. Proficiency in Excel is an advantage.
• Good time management skills with ability to work on multiple tasks.
• Strong customer service orientation with good communication and interpersonal skills.
• Proactive, resourceful, solutions oriented and results oriented.

Disclaimer:

This job description is not an exhaustive list of the skill, effort, duties, and responsibilities associated with the position.

Language required:

•  Fluency in oral and written English.

Key working relationships:

• Internal-All staff (Program & Operation staff)
• External -Donors & Vendors

Equal Opportunity:

“CIVIC is an equal –opportunity employer and does not discriminate based on race, color, religion, etc.

Qualified women are strongly encouraged to apply”.

Statement of Commitment to Protection:

‘’CIVIC’ recruitment and selection procedures reflect our commitment to protecting children and vulnerable adults from abuse and exploitation’’.