Operations Officer

arche noVa (AN) is a German NGO founded in 1992, working in humanitarian aid, development, and emergency contexts in 16 countries all over the world.

AN expertise is in WASH sector, livelihood, and DRR with a wide range of activities to support local communities: construction and rehabilitation of sustainable water structures, installation of filtering systems to improve water quality, hygiene promotion, latrine construction/rehabilitation, promotion of alternative livelihoods and climate-smart agriculture, capacity building of target communities and Community Managed Disaster Risk Reduction initiatives among others.

Since 2012, arche noVa has consolidated its presence in the Eastern African region through a Coordination Development Office which supports activities in Kenya, Somalia, Ethiopia, Uganda, Somaliland and Sudan.

arche noVa East Africa have the opportunity to implement a 3-year Global Project aimed at strengthening local climate-sensitive and universal WASH capacities using and disseminating the green humanitarian assistance approach funded by German Federal Foreign Office. The project covers the following aspects: 1) Climate-sensitive WASH Supply, 2) Humanitarian Disaster Risk Reduction, 3) Green Humanitarian Aid, and 4) Knowledge Management.

For coordinating the Project activities of arche noVa in Somalia, we looking for an experienced

Operations Officer

1.Project operations

• Assist project officer in Planning, coordinating, and overseeing the project operations on daily basis. They may be involved in a wide range of activities, such as improving processes and procedures, ensuring the project meets deadlines, and managing resources and budgets.
• Prepare Quarterly Operational/procurement Plan in coordination with the Program team based on the Project agreements
• Participate in formulating strategy, improving performance, procuring material and resources and securing compliance.
• Capacity build program team on Operations procedures and guidelines and find ways to increase quality of service and implement best practices within the project.
• Support in direct implementation of project activities at the field level in coordination with project officer and stakeholders

2: Logistics and procurement matters.

• Identify suppliers, collect quotations and ensure all needed information is filled according to internal procedures & donor regulations in collaboration with the Program Coordinator.
• Ensure completion and proper filing system of all procurement & Logistic files and support documents.
• Negotiate item prices, delivery time and other relevant terms with suppliers in the best interest of arche noVa and contractors in collaboration with the Program Coordinator Somalia.
• Ensure good quality of all the purchased items, invoices, supplier stamps/signatures in line with internal procurement procedures and regulations.
• Ensure continuous market survey to inform pricing of items in collaboration with the Program Coordinator Somalia.
• Facilitate staff movements to meetings & field visits and to ensure relevant facilitation in collaboration with finance team and Program Coordinator Somalia.
• Identify potential transportation company/providers, draft service contracts and ensure all vehicle legal documentation in line with internal procedures/regulations in collaboration with the Program Coordinator Somalia.
• Manage all procured stocks, assets and ensure proper records, frequent updating and accountability in collaboration with the Program Coordinator Somalia.
• Assists program coordinator Somalia as needed in creating clear and understandable purchase requests (PR) and other support documents.
• Collects quotations and bids from the market for PRs with support from the program coordinator Somalia– as per arche noVa standards and formats.
• Ensures fair competition and strictly adhere to arche noVa procurement rules regarding vendor relations as described in arche noVa procurement guidelines

4. Finance & HR admin

• Ensure all finance, Logistics, and HR documents are saved and stored in an online iCloud folder
• Support arche noVa program Coordinator Somalia to manage payroll and maintain the human resource files and records.
• Update the projects’ cash and bank book
• Check eligibility of invoices and receipts
• Sign PVs alongside the program Officer to be checked and verified at regional Office
• Verify presentation of accounting vouchers.
• Check the presence of all the required supporting documents (training reports, beneficiary training lists, beneficiary distribution lists, etc).
• Reporting to the Regional Finance Officer on financial challenges (or more frequently, on an ad hoc basis, in the case of urgent matters arising unexpectedly).
• Liaise with Program Officer/ Program coordinator on budget balances on a monthly basis.
• Share the bank statement on a monthly basis
• Ensure all finance documents are in order and ready for audit.
• Participate in monthly reporting process and interim reporting to ensure its successful completion.
• Monthly reconcile the cash and bank books against expenses to determine balances and follow up on any deficits.
• Ensure that all the due taxes are regularly calculated and paid timely.
• Provide financial assistance, support and capacity building to the colleagues on procurements, accounting and administration duties and assignments.
• Keeping track of deadlines for the projects of reference and informing the relevant Project team, as well as Administration supervisors, accordingly, with an overview of relevant actions to be undertaken.

5. Reporting

• Prepare regular reports highlighting key findings, challenges, and recommendations.

• Ensure accurate and timely submission of reports.

• Conduct regular quality checks on project activities to ensure compliance with project standards.

• Identify areas for improvement in project operation and implementation based on monitoring data.

• Maintain organized and up-to-date records of monitoring and evaluation activities.

• Any other duty assigned by superiors

  Qualifications

• Bachelor’s degree in Development studies/community development/Business Administration, Operations Management, or related field from a recognized university.

• Proficiency in budget and financial management.

• A postgraduate training in project management, monitoring & evaluation, Economics, or related field

• At least 5 years experience in Projects/ administration & logistics support.

  Skills

• Fluency in written and spoken English essential fluency in Somali an advantage.

• Team player

• Rigorous, patient, time management, and attention to detail.

• Maintain confidentiality.

• Strong computer skills particularly in MS Excel and Word

• Flexible

• Knowledge of Procurement and finance procedures/policies of Germany donors

• Demonstrated depth of experience working with Somali communities and organizations, especially focusing on climate change and disaster risk Management Projects.

• Experience in German donor requirements, expectations and reporting skills.