Operations Officer/ Фахівець з операційної діяльності

Job Title:                                 Operations Officer

Reports To:                             Area Manager

Technical Reporting line:       Operations Director

Location:                                 Dnipro, Ukraine

Global Communities, formerly CHF International, is an international non-profit organization that works closely with communities worldwide to bring about sustainable changes that improve the lives and livelihoods of the vulnerable. Global Communities is responding to the crisis in Ukraine, delivering humanitarian assistance through a community-led response. Global Communities’ response is designed with the goal of saving lives, reducing suffering, and addressing urgent needs while supporting communities to lead their own response and setting them up for recovery. 

ESSENTIAL DUTIES AND RESPONSIBILITIES: 

The Operations Officer will oversee daily programmatic and administrative operations at the Dnipro (Ukraine) office. They will provide administrative, logistics, and procurement support to ensure that all day-to-day programming activities are adequately supported.

RESPONSIBILITIES:  

• Continuous tracking of vehicle log-sheets; responsible for monthly compilation and submission of log-sheets.
• Responsible for oversight of vehicle rentals including tracking of leases and payments
• Schedule vehicle use to meet programmatic and operational needs.
• Maintain vehicle movement board daily.
• Oversee and ensure proper use of the vehicles.
• Oversee fuel consumption purchase and tracking including coordination with gas station(s)
• Organize cleaning of vehicles.
• Track vehicle expenses 
• Manage drivers’ leave schedules ensuring smooth operation of the fleet.
• Ensure security measures for vehicles such as parking, storage of keys, emergency supplies, etc.
• Has a full understanding of GC warehouse policies and formats.
• Ensure the timely delivery of supplies to respective Projects with the coordination of Program department.
• Maintain the warehouse inventory and prepare the reports on a daily bases; 
• Interacts with suppliers in the receiving and inspection of goods
• Dispatch goods from the warehouse using appropriate GC procedures, Store Release forms, Waybills and update Stock Records.
• Prepare report of monthly stocks, end of grant stocks, fiscal year physical counts and other physical counts, as instructed by supervisor.
• Display bin cards on each item in the warehouse;
• Maintain physical and electronic copies of inventory.
• All other activities to ensure the smooth warehouse operation;
• Work closely with the GC technical departments to ensure the Procurement Plan is being followed. 
• Ensure adherence to procurement flow chart and protocols for GC. 
• Ensuring that Procurement Tracking Sheet is accurate and updated, and the reports are provided as requested
• Coordinate and complete all procurement processes, including accurate documentation for tendering, contracts, and Purchase Orders, and ensure accurate maintenance of procurement summary memos (PSM). 
• Manage and verify all payments in accordance with delivery documentation and contracts. 
• Ensure all procurement is carried out in accordance with the Global Communities procurement standard operating procedures in the Field Finance and Accounting Manual and, as appropriate, relevant donor requirements. Ensure all files are properly maintained. 
• All other duties as assigned.

QUALIFICATIONS, KNOWLEDGE, SKILLS, AND ABILITIES

• Undergraduate degree and a minimum of 3 years of related work experience..
• Prior experience working on USAID (incl BHA), UN or other donor funded programs preferred.
• Strong analytical skills, including ability to gather and analyze information and develop recommendations for action. 
• Demonstrated ability to think strategically as well as create and implement effective processes, tools, systems and policies.
• Fluency in English required.
• A passion for the mission and values of Global Communities, and a commitment to equity and justice.

Global Communities is an Equal Opportunity Employer.  All qualified applicants will receive consideration for employment, without regard to age, race, color, religion, sex, sexual orientation, gender identity, national origin, disability.

Global Communities is committed to ensuring a safe and respectful environment for all staff, representatives, partners, participants, and anyone with whom Global Communities interacts worldwide, especially children and adults at risk. All Global Communities staff and representatives are explicitly prohibited from engaging in any activity that may result in any kind of breach of our safeguarding policies. In addition, it is Global Communities’ policy that it is the responsibility of anyone engaged with Global Communities to proactively build a safe and supportive environment in our work. All our staff and representatives are expected to conduct themselves in a manner consistent with this commitment and obligation.