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Senior Operations Officer

with Johanniter

BTDC-ID: 17448

Closing Date:

Announcement Description

Organisation Description: Johanniter-Unfall-Hilfe e.V. is a German Christian non-governmental organisation, dedicated to excellence in the field of first aid, ambulance service, social service programmes and other projects in the medical and social field. The Federal Headquarters (HQ) are based in Berlin, Germany. Johanniter International Assistance is the operational unit for humanitarian aid, development co-operation and emergency relief, implementing and supporting projects in Health and Livelihoods with a specific focus on climate change and gender equality worldwide.(Link)

Announcement Positions

Senior Operations Officer

  • Category: Exec. / Management, Business Administration, Logistics, Banking / Finance
  • Type : Job Opportunity
  • Location: Phnom Penh
  • Schedule: Full-time
  • Salary: $1000 - $1300

One Year Contract (with possible extension)

Overall Job Purpose

The Job holder will support Operations, Administration, and Logistics tasks for the Johanniter Regional and Country Office and its partners. The position will also manage and support the provision of logistical support to the programme while ensuring compliance with donor and organisational policies and procedures for effective programme delivery. She/he will be responsible for procurement, asset management, and inventory management, facilities and fleet management in close collaboration with programme team colleagues and the relevant team members.

Duties
  • Administrative Management (35%)
  • Support to renew the office registration by preparing and submitting documents required by the Government and other entities.
  • Support the contract management with staff and service providers in a timely manner.
  • Support in arranging for international staff VISA, flights and Work Permit applications timely and in adherence with Johanniter rules and regulations, donor requirements, and local laws.
  • Proactively engage with line managers in areas where there are needs for improvement, ensure good coordination and adequate information sharing, and address common concerns/problems with a goal to seek solutions
  • Manage asset registration and reconciliation (record, monitor, track inventories, disposal, etc.)
  • Carry out regular inspections and spot-checks, to ensure the best use of assets and resources
  • Maintain accurate filing systems, with documented and supported records of logistics transactions for audit purposes both manually and electronically
  • Support the day-to-day administration as required by the Senior Administrative and Finance Manager.
  • Procurement and Logistics Management (55%)
  • Implement logistics processes in accordance to Johanniter and donor guidelines
  • Provide timely delivery of logistics support to programmes
  • Compile and review procurement documentation for completeness, accuracy, and regular follow up in collaboration with programme and finance department
  • Coordinate all matters regarding equipment and assets, including communication, IT and power items, to ensure that equipment is managed diligently, operated in the most cost efficient manner, and maintained appropriately
  • Compile, review and submit relevant monthly logistics reports in accordance with Johanniter policies and procedures
  • Support in implementing and updating logistics aspects of security plan to ensure resources and facilities are ready at all times
  • Manage all procurement functions including planning, tracking and vendor relations while ensuring that goods, services and works are of the right quality, in the right quantities, at the right price, delivered to the right place, at the right time
  • Maintain an accurate and up-to-date procurement tracker.
  • Organize staff travel including the purchase of air tickets; ensure that all necessary clearances and visas are obtained for office staff travelling internationally.
  • According to project needs and budgets, ensure the procurement processes comply with Johanniter rules and regulations, donor requirements, and local laws, where applicable
  • Coordination and Representation (5%)
  • Represent Johanniter International Assistance to external parties in a positive and professional manner, contributing to the continuation of a positive image and overall credibility of the organization
  • Support in monitoring all aspects of applied security measures at the office level
  • Ensure proactive communication to build positive working relationships with the Johanniter team and external stakeholders, including partners, government officials, donors and others.
  • Maintain professional confidentiality in all takss and interactions.
  • Compliance and Ethics (5%)
  • Actively promotes all Johanniter safeguarding policies by ensuring staff capacity strengthening, adequate visibility and cooperation with staff implementing all safeguarding structures and policies of the organization. Specifically, this includes:
  • Mission Statement – Johanniter International Assistance
  • Rules of Conduct as Prevention Against Sexual Abuse
  • Johanniter Corruption Prevention Guidelines
Requirements
  • Professional Qualification and Experience:
  • Relevant Bachelor degree, preferably in Business Administration, Finance, Logistics/Supply Chain Management, Human Resources, or a related field from a recognized university
  • At least 5 years of relevant experience working with civil society/development in Cambodia
  • At least two years of proven administrative, logistics and procurement managements experience.
  • Experience multi-tasking, prioritizing, and delegating
  • Experience managing field-based teams
  • Skills:
  • Start-up mind-set, willing to support a variety of tasks
  • Computer and Systems skills, with respect to Microsoft Office applications
  • Strong demonstrated verbal and written English skills
  • Strong interpersonal and communication skills, with comfort participating as an effective individual contributor
  • Significant attention to detail, well organized, self-motivated, honest, resourceful, effective and efficient at multitasking
  • Flexibility of working overlapping hours with teams located in different time zones
  • Support a culture of team spirit and ensure staff and partners are committed to striving for high achievements
 

How to Apply

Please submit your application to email provided in the contact details (cover letter, CV, reference contacts of 3 former supervisors, stating your earliest start date and please indicate “Senior Operations Officer” in the subject line of your e-mail. Only short-listed candidates will be notified. We welcome applications from people of all gender identities, sexual orientations, personal expressions, racial identities, ethnicities, religious beliefs, and disability statuses. Candidate who applied in the first round are still considered and evaluated equally, no need to re-apply. Please note that Johanniter requires background checks (incl. criminal record and reference checks) to protect the vulnerable and prevent abuse.

What we offer:

  • Remuneration: 1,000$ - 1,300$ (monthly gross)
  • Benefits: 13th month salary and other insurance benefits
 
Attachment
 

Contact Details

Contact Name
  •  The Johanniter
 
Email
 
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