We are seeking an Operations Specialist (IARO) for a 2-year-regular position (renewable) to provide administrative management support to the Africa Regional Office (IARO) team at the International Vaccine Institute. (Duty station: Kigali, Rwanda)
Job Description
This job is responsible for providing administrative management support to the Africa Regional Office (IARO) team and contribute to IVIโs administrative processes and activities to ensure efficient and compliant operation of the business. The role is broad with a variety of tasks, covering everything from administrative tasks to solving other daily needs within the staff and business. The operations specialist has a significant role in building up the administrative process of the African office.
Key Roles & Responsibilities
1. Responsible for operational activities in IARO
Managing day-to-day operations. Provide administrative operational support and guidance to staff, including onboarding of new staff to IVI SOPs and processes. Support developing operating and capital budgets and monitor expenses according to the allotted budget. Maintain accurate and clear documentation for operational procedures and activities. Ensure legal and regulatory documents comply with local laws and regulations, are reported to the appropriate management level as needed and properly filed. Maintains archiving of all relevant documents and communication related to Finance, Procurement & Travel, Human Resources, and IT departments activities and any other relevant IARO activities as requested by the Regional Director IARO. Build alliances and partnerships with back-office functions in IVI Headquarters to achieve optimal operations (Finance, Procurement & Travel, Human Resources, IT). Raise and track issues and conflicts, remove barriers, resolve issues of medium complexity involving stakeholders and escalate to appropriate level when required. Supports back-office and institutional-wide training programs, reinforcing operations infrastructure between teams to ensure consistency and quality standards are met.
2. Contribute to operational improvement
Support the implementation of new processes and procedures. Support maintaining, developing, updating and archiving standard operating procedures for all business operational activities. Provide recommendations and suggestions for improvements in any aspects relating to institutional policies and procedures to ensure compliance with local laws and regulations as needed Optimizing operational processes and procedures for maximum efficiency while maintaining quality standards.
3. Act as an operational focal point for IARO
4. Any other tasks assigned
Job Requirements and Qualifications
1. Education Requirements
Bachelorโs degree or equivalent. Finance, accounting training is a plus.
2. Related Field Work Experience
5+ yearsโ experience with at least 3 years in an administrative position in an international setting with experience in process improvement and SOP development.
3. Technical and Professional Skills / Knowledge
Ability to manage multiple deliverables in parallel and to prioritize. Ability to take on tasks and duties without immediate direction. Good organizational, data management and documentation skills
4. Key Competency
Communication Teamwork Client Orientation Analytical skills