Operations Officer

Job Summary:

The Operations Officer is required to oversee operational and administrative activities in the program as required. The program targets are achievable through timely and effective management of the program supply chain, including logistics, transport and fleet, assets, security, estate, office administration, risk management, support program growth and expansion in the country, and ensure compliance to AHF policies and procedures. The Operations Officer will work closely with the Country Program Manager, Bureau Finance and other key departments in the effective discharge of the role’s duties.

Essential duties and Responsibilities:

1. Provide support and integrative coordination in the planning, development and implementation of AHF Ghana program.
2. Lead implementation of supply chain, including logistics, transport and fleet, assets, security, estate, office administration, risk management, and support program growth and expansion in the country.
3. In Liaison with key departments, develop and maintain a database of program suppliers and service providers, and ensure timely procurement & delivery of goods, services, and works required by sites in the country.
4. Oversee AHF estates in the country through routine & timely renovations, repairs and maintenance; supervision of construction works, timely payment & continuous supply of utilities.
5. Ensure regular servicing/repair of equipment and inventory and report any shortfalls to the Supervisor.
6. Support the timely submission of assets for Insurance cover and report regularly to the Country Program Manager any discrepancy or due dates in accordance with AHF policies & procedures.
7. Ensure safety and security of AHF staff and assets in the country program.
8. Ensure proper Asset management through regular update of the Fixed Asset Register, track asset movement and relocations, identify/notify management of assets due for disposal.
9. Participate in periodic external audits in the program through preparation and support for sites & ensure implementation of operational Audit recommendations in accordance to AHF resources in all sites in the Program.
10. Ensure timely payment of rent and renewal of contracts, MoUs and operational licenses.
11. Ensure timely submission of time sheets.
12. Oversee and support monthly stock taking and submit monthly Stock reports for the program (Hard & Soft copy reports) to Country Program Manager and Regional Finance Manager and promptly report any discrepancy.
13. Ensure timely Maintenance of vehicles and equipment in the program, coordinate and manage all transport and vehicle movement in the program. Management of vehicle logbooks, management of fuel total cards and preparation of fuel consumption to inform Country Program Manager of any discrepancy/anomaly.
14. Participate in identification, quantification, monitoring and review of operational risk management policies, systems and programs in accordance with the AHF guidelines to mitigate operational Risk in the program and report to Country Program Manager.
15. In Liaison with CPM, provide leadership, coach & mentor other administrative personnel in the program (Drivers, Maintenance Workers, etc).
16. In Liaison with CPM, participate in the General staff meetings and other various meetings as assigned and take the lead in offering administrative support and communication in relevant meetings e.g. site operations meetings, and other program meetings.
17. Any other duties as assigned by the supervisor.

SUPERVISORY AND MANAGERIAL RESPONSIBILITIES

• Directly supervises Drivers and any other as directed by management.

EDUCATION AND TRAINING

• Minimum of bachelor’s degree in supply chain management or Procurement and Logistics Management or Business Administration and Marketing or Operations Management, or any other relevant discipline from a recognized College or University.

EXPERIENCE AND COMPETENCE

• Minimum of 5 years’ continuous experience of working in a field directly related to operational duties and specified responsibilities in the private/NGO sector, grounded in administration and management services of health-related organizations.
• Mid-level experience in managing complex operations for INGOs.
• Demonstrable organizational, planning, technical, and ICT skills include proficiency with word processing, spreadsheets, PowerPoint, internet search, and electronic mail.
• Ability to work under pressure in a fast-paced environment is essential.
• Highly organized with demonstrated skills in prioritizing tasks.

MEMBERSHIP OF PROFESSIONAL ASSOCIATIONS AND LICENCES

• Membership of professional bodies like Chartered Institute of Purchasing and Supply (CIPS); The Chartered Institute of Logistics and Transport (CILT); ACCA will be an added advantage.
• Possession of a valid driver’s license is essential.
• Valid passport

REQUIRED PERSON QUALITIES

• Willingness to travel extensively including regular visits to sites.
• Sensitive to patient population and issues surrounding HIV/AIDS.
• Good team player