وظائف شاغرة Operations Officer

ROLE PURPOSE

The Emergency Operations Officer will support the Emergency Response Operations by carrying out administrative duties in Logistics, Procurement, Car Movement, Assets Management etc. Related to Plan International emergency response activities and interventions on a country and filed office level, as well as other related tasks.

DIMENSIONS OF THE ROLE

Under the guidance and direct supervision of the ER Program Manager, the Emergency Operations Officer will be based in Beirut. He/she ensures timely and accurate duties such as: Procurement, Car Movement, Assets Management etc. For that purpose, he/she will work closely with the Operations department, Programs team and the Finance Department to support them in implementing related procedures.

ACCOUNTABILITIES

General Administration 
•    Ensure that operations and procedures are in line with Plan International’s policies and procedures.
•    Assists with all operations activities related to the emergency response as requested, including monthly billing, tracking and reimbursements.
•    Requests & ensures all operational monthly settlements are closed and documented (scanned, field…)
•    Prepares Payment Requestor relevant supplier’s/service providers and submit it to the finance department in order to process their payments.
•    Offers support and/or guidance to operation in tracking all petty cash transactions and update related form regularly.

Logistics and Procurement 
•    Controls deliveries to office/Field in terms of quantity and quality.
•    Validates the information filled in PRs (specification, delivery times, prices…), before starting the procurement and provide feedback or request modifications if necessary
•    Manage negotiated procurement and prepare all relevant documentation (collection of quotations, negotiation with suppliers, preparation of Comparison sheet…
•    Check on the request for quotations (RFQs) related to emergencies before sharing it with supplier’s/service providers
•    Check on canvass related to the requested items, including: “suppliers, item criteria, prices, etc.” and share it with the requestors for selection
•    Monitor and track the inventory of office assets and supplies in coordination with his/her line manager
•    Draft agreements in parallel with Operations Department with new Suppliers and/or consultants needed for the emergency response.
•    Work on relevant estimated pricing lists to support Program team.
•    Receive and check deliveries to ensure that the correct amount and type of stock is delivered.
•    Liaise a network with contractors and suppliers to create supplier database

Other 
•    Ensure proper recordkeeping and efficient filing of all records including data collection, delivery notes, reports, official correspondence etc.
•    Support existing programmes as needed
•    Dotted Line with Operations and Security Manager
•    Attend calls, meetings, etc. as required.

•    Ensures that Plan International’s global policies for Child Protection (CPP) and Gender Equality and Inclusion (GEI) are fully embedded in accordance with the principles and requirements of the policy including relevant Implementation Standards and Guidelines as applicable to their area of responsibility. This includes, but is not limited to, ensuring staff and associates are aware of and understand their responsibilities under these policies and Plan International’s Code of Conduct (CoC), their relevance to their area of work, and that concerns are reported and managed in accordance with the appropriate procedures.

KEY RELATIONSHIPS

Internal: 

•    Operations Team
•    ER Team
•    Programmes Team

External:
•    Partners
•    Suppliers

TECHNICAL EXPERTISE, SKILLS AND KNOWLEDGE

Demonstrable knowledge and understanding of:
•    The context in Lebanon, particularly on issues affecting the rights and well-being of children and young people, especially girls and young women;
•    Humanitarian principles and “do no harm” approach.

Qualifications and Experience
•    Preferred Bachelor’s Degree in related field.
•    At least 4 years working in similar position with an INGO in Lebanon
•    Preferred Experience of relevant operational systems
•    Experience in working on an emergency Response
•    Excellent written and oral communications in Arabic and English mandatory.
•    Adherence to Plan International’s Child Safeguarding Policy, Code of Conduct/Prevention of Sexual Abuse & Exploitation (PSEA), and other relevant humanitarian standards and policies.

Skills
•    Strong organizational abilities; able to prioritise and manage short-term and continuing projects across diverse themes despite competing deadlines.
•    Strong commitment to child safeguarding & Antifraud policies both inside and outside the workplace.
•    Ability and experience in adapting to systems & processes
•    Strong character traits, including team work, striving for high performance, emotional stability, resilience, adaptability, and ability to handle stress, strong initiative and self-motivation, cultural and gender sensitivity, honesty and physical fitness to travel are essential.
•    Excellent written and oral communication skills, with excellent command of spoken and written English and Arabic.

PLAN INTERNATIONAL’S VALUES IN PRACTICE

We are open and accountable
1.    Promotes a culture of openness and transparency, including with sponsors and donors.
2.    Holds self and others accountable to achieve the highest standards of integrity.
3.    Consistent and fair in the treatment of people.
4.    Open about mistakes and keen to learn from them.
5.    Accountable for ensuring we are a safe organisation for all children, girls & young people

We strive for lasting impact
1.    Articulates a clear purpose for staff and sets high expectations.
2.    Creates a climate of continuous improvement, open to challenge and new ideas.
3.    Focuses resources to drive change and maximise long-term impact, responsive to changed priorities or crises.
4.    Evidence-based and evaluates effectiveness.

We work well together
1.    Seeks constructive outcomes, listens to others, willing to compromise when appropriate.
2.    Builds constructive relationships across Plan International to support our shared goals.
3.    Develops trusting and ‘win-win’ relationships with funders, partners and communities.
4.    Engages and works well with others outside the organization to build a better world for girls and all children.

We are inclusive and empowering

1.    We empower our staff to give their best and develop their potential
2.    We respect all people, appreciate differences and challenge equality in our programs and our workplace
3.    We support children, girls and young people to increase their confidence and to change their own lives.

LEVEL OF CONTACT WITH CHILDREN

Medium contact: Medium frequency of interaction

TRAVEL
•    In-country travel is estimated at 30%.
•    Regular international travel may be required.