Operations Assistant

Pact is an international nonprofit that works in nearly 40 countries building solutions for human development that are evidence-based, data-driven and owned by the communities we serve. Founded in 1971, Pact works with partners to build resilience, improve accountability, and strengthen knowledge and skills for sustainable social impact.

Department

Programs – Pact strives for a world where all people are heard, capable, and vibrant. The Programs Team helps realize this objective by bridging program management, technical support, and business development, enabling Pact to achieve its global strategy. We ensure program excellence through continuous learning, monitoring and evaluation and provide organizational and industry-wide thought leadership by leveraging a complementary set of cross-functional, multi-disciplinary skills, expertise, and experiences. The Programs team: influences progressive change through the development and implementation of global and regional strategies and business plans; supports advancement of innovative solutions; pursues new business opportunities; and drives effective internal and external engagement to maximize Pact’s impact across the globe. Across all aspects of its role, the Programs Department adheres to and promotes a culture of inclusion, accountability, and respect.

Position Overview

Pact seeks an Operations Assistant for the USAID CSM-STAND Sri Lanka Bolstering Civil Society Activity. The project’s overall goal is to assist Sri Lanka in maintaining a vibrant civil society that empowers citizens to advance the democratic values of citizen participation. Activities will link CSOs across communities, districts, and regions to have a voice in local governance and national reform processes. The position will support operational and administrative efforts under the project; thus the ideal candidate must demonstrate strong organizational skills and a spirit of flexibility, adaptability, and collaboration under challenging conditions.

The Operations Assistant is expected to provide overall administrative and operational support for the project, including but not limited to: supporting with proper operations of the office, facilities, and equipment, organizing project events logistics, and assisting in preparing travel arrangements, while ensuring compliance with Pact, USAID regulations, and Sri Lankan legislation.

Key Responsibilities

• Maintain commercial /facilities lease agreements. Respond to maintenance requests by initiating and coordinating service calls and/or reporting problems to office owner; oversee shipment of mail to Pact’s contractors.
• In cooperation with the procurement assistant, develop and maintain vendors, consultants’ database, and ensure that this information is available to all staff.
• Assist project staff with business travel arrangements, visas and accommodations.
• Assist with project events logistics – venue selection and set-up, participant and/or guest lists, engage with vendors and other related tasks.
• Responsible for office supplies (including ordering and storing), office furniture (including discussions on selection), office equipment and package deliveries/pickups including rentals.
• Participate in reviewing and updating the emergency/security plan and implementation of the plan.
• Ensure the professional appearance of the office space including kitchen, reception area, common supply and conference rooms, and work stations
• Receive and screen all incoming telephone calls and correspondence, transfer it to addressee, greet visitors
• Facilitate/participate in outreach activities such as committees (i.e., special occasions committee) and task forces.
• Performs other duties as assigned.

Basic Requirements

• University degree in Administration or high school diploma and two (2) years relevant work experience
• Basic understanding of office management and operations
• Basic communication skills (both written and oral) in both English and local language(s)

Preferred Qualifications

• Experience of working with international technical assistance programs supported by USAID or European donors is a plus
• Time-management and organizational skills, flexibility, excellent interpersonal skills
• Solid knowledge of office maintenance policies and procedures.
• Demonstrated experience working and negotiating services suppliers and vendors
• Self-motivated and highly committed

Pact is an equal opportunity employer and does not discriminate in its selection and employment practices on the basis of race, color, religion, sex, national origin, political affiliation, sexual orientation, gender identity or expression, marital status, disability, genetic information, age, citizenship status, genetic information, matriculation, family responsibilities, personal appearance, credit information, tobacco use (except in the workplace), membership in an employee organization, or other protected classifications or non-merit factors.