Operations Assistant – ALIGHT

Business and Administration, Logistics, Transport and Supply Chain, Purchasing and Procurement

ALIGHT

Alight is an international non-profit organization with its headquarters located in the United States. Alight has provided humanitarian assistance to millions of beneficiaries in 29 countries over the past 40 years, currently reaching over 10 million refugees, IDPs, and disaster-affected communities in 17 countries around the world, helping people regain control of their lives after conflict and natural disasters. Alight maintains full-fledged humanitarian programs in Somalia, Uganda, Rwanda, Sudan, South Sudan, the Democratic Republic of Congo, Pakistan, Thailand, and Myanmar. Alight is currently in the process of responding to humanitarian situation in Ethiopia.

Alight focuses on lifesaving humanitarian interventions as well as recovery and resilience building programs designed to create lasting positive change in the lives of vulnerable people. Alight works closely with displaced persons, returnees, refugees and communities affected by natural and man-made disasters, providing a range of integrated assistance including primary and curative health care, water and sanitation, protection services, restoration of strategic health and water infrastructure, dignified housing for returning refugees, and sustainable job creation. Alight has also built strong relationships with development partners, agencies, as well as federal and local governments in order to approach challenges in an inclusive and holistic manner and come up with innovative solutions that best fits the local context.

Hello Hello! Alight is recruiting an Operations Assistant to be based in the Abala (Zone 2), Afar. You’re interested in joining us? Welcome, we’re happy you’re here!

If you join us, you will find…

A team with deep experience in co-designing solutions that create new value around the world. We know we need to always be better, and we believe in the power and abundance of everyday people, everywhere, to change the world with us.

A culture of radical accountability to our customers –as we help build a meaningful life for and with the displaced, we ask them what they want and then deliver on it.

Alight (formerly American Refugee Committee) is an international non-profit organization with its headquarters located in the United States. Alight has provided humanitarian assistance to millions of beneficiaries in 29 countries over the past 40 years, currently reaching over 10 million refugees, IDPs, and disaster-affected communities in 17 countries around the world, helping people regain control of their lives after conflict and natural disasters. Alight maintains full-fledged humanitarian programs in Somalia, Uganda, Rwanda, Sudan, South Sudan, the Democratic Republic of Congo, Pakistan, Thailand, and Myanmar. Alight is currently in the process of responding to humanitarian situation in Ethiopia.

Alight focuses on lifesaving humanitarian interventions as well as recovery and resilience building programs designed to create lasting positive change in the lives of vulnerable people. Alight works closely with displaced persons, returnees, refugees and communities affected by natural and man-made disasters, providing a range of integrated assistance including primary and curative health care, water and sanitation, protection services, restoration of strategic health and water infrastructure, dignified housing for returning refugees, and sustainable job creation. Alight has also built strong relationships with development partners, agencies, as well as federal and local governments in order to approach challenges in an inclusive and holistic manner and come up with innovative solutions that best fits the local context.

PRIMARY PURPOSE OF THE POSITION:

Under the direct supervision of the Operations Officer based in Mekelle, The Operations Assistant will make sure that all programs in the region are fully supported timely and accurately in all type of procurement, logistics and admin needs.

The Operations Assistant will be based in Abala and will assist in the coordination of Operations, Procurement, logistics and administration issues for ALIGHT Ethiopia national staffs, specifically in the Afar region field offices.

MAJOR/KEY RESPONSIBILITIES

OPERATIONS & ADMIN

• Provides proactive administrative support to the Unit including, but not limited to, first point of contact with internal/external parties, confirming appointments, drafting letters of response, etc.
• Overall office keeping such as arranging for repair and maintenance of office equipment, receive, store, and maintain office supplies.
• Provides support in coordinating/organizing meetings. 
• Takes notes and distributes meeting minutes and agendas.
• Ensures that the necessary stationery, refreshments (water, tea and coffee) and cleaning supplies are available on time.
•  Provide support to the region’s Operations officer during preparation, planning and implementation of activities in line with ALIGHT ’s policies and procedures.
• Assists the operations officer in guidance and advice to project staff in the areas of operations and administrative matters; arrange meetings on day-to-day project matters.
• Ensure that all operations activities are carried out in line with the plan and raise any concerns with Operation officer.
• As guided by the supervisor, initiates and follow-up a broad variety of administrative and operational actions necessary for the timely implementation of projects, including travel requests, letters of introduction/instructions, briefing schedules, receiving, and releasing goods equipment.
• Assist in preparation of work plans, monitoring operations plans.
• Ensure ALIGHT assets are well maintained, updating the Fixed Assets Register on a quarterly basis.
• Assist in preparation of work plans, monitoring operations plans.
• Ensues collection, and finalization of and keep organized record of all documents and files required, Establish, and maintain up-to-date basic records required for project implementation, and establish database/reference records on directives and procedures, etc. of administrative nature, keep updating.
• Supports management of cleaners, security guards, and other day-today office activities
• IT support, office management, event planning, and other related support services as required.
• Monitor guest house and office cleanliness, providing guidance to improve conditions.
• Track payment of office and team house rent, electricity, water, garbage collection and process payment of the same in a timely manner.
• Lead the process of contract renewal for ALIGHT facilities.
• Manage hotel booking, flight booking, facilitates payments of services.
• Communicate schedule for visitors and staff from CO and provide required information to facilitate transport and accommodation requests.
• Manage internal meeting room utilization and external event booking with hotels for the FO.

RECORDS MANAGEMENT

• Establishes appropriate filing/documentation system for all documents under her/his custody.
• Establishes a system for ease of document identification and retrieval.
• Sorts, registers and files documents, letters, circulars, and other forms of correspondence.
• Keeps custody of different types of contract agreements and sensitive organizational documents.
• Monitors and controls the borrowing and return of documents under his/her custody.

PROCUREMENT

• Assist in drafting and reviewing letters of agreements and contracts to ensure the successful and timely implementation of delivery of goods and services.
• Assist in drafting initial documents such as PRF, PO, GRN, SRN, letters, agreements, etc. as required.

ASSET MANAGEMENT

• Ensure ALIGHT assets are well maintained, updating the Fixed Assets Register on a quarterly basis.
• Maintain a register of where all assets procured by the projects are and ensure proper hand-over of assets and liaise with Finance Unit for recording into the ALIGHT corporate assets register.
• Maintain records, prepare, and submit monthly reports to supervisor.

LOGISTICS &FLEET MANAGEMENT:

• Coordinate regional travel including arranging and assigning transportation.
• Develop and implement vehicle maintenance schedule.
• Carryout vehicle monitoring: vehicle gate passes, log-sheets.
• And any other duties assigned by the supervisor and or management.

HR

• Work closely with HR officers to support staff needs on HR related matters.

• Coordinate the monthly procedure of timesheets for all staff including collection, review and compilation for payroll, training new staff on timesheet procedure.

• Bachelor’s degree in office management, Business Administration, logistics and supply chain management or any other related social science field.

• Minimum 2 years of progressive experience in office management, administrative support, or operations in NGO.

• High level of confidentiality and integrity.

• Must be able to function effectively in complex work environment, set appropriate priorities and deal effectively with numerous simultaneous requirements.

• High level of administrative and organizational skill and attention to detail.

• Demonstrated ability to work, manage, and meet competing deadlines in a fast-paced environment.

• Operational knowledge of Microsoft Office software.

• Fluency in English, Afar & Amharic required.

 Key Behaviors and Abilities:

• Excellent coordination and communication skills.

• Should have good documentation and dissemination / presentation skills.

• Should be able to live, work and travel in an insecure environment, always following strict security guidelines.

• Experience of working under high pressure, in fast-paced environments.

• Strong service orientation with the ability to proactively approach staff to understand their needs and to find effective solutions.

Plus

• INGO experience

• Gender-sensitive

• Understanding of and commitment to the “Humanitarian principles”

• Understanding of and commitment to Alight code of conduct and organizational goals

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