Operations Support Officer

  • Added Date: Wednesday, 13 June 2018
  • Deadline Date: Sunday, 24 June 2018

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Starting Date: as soon as possible

Contract period: temporary for 1 year

General context

The Amsterdam Head Office (HO) employs approximately 12 FTE’s and is responsible for the overall management of the organization. The Operations department is responsible for the support to country offices that implement the projects. It consists of an Operations Director (Dir Ops), two Operations Support Officers (OSO) and the Acquisition Coordinator (AcqC).

The department is responsible for networking coordination, and (mostly) institutional fundraising; The quality of project activity -design and –implementation; Ensuring effective reporting by country and Field Offices; coordinating evaluations and learning

The Operations department provides and facilitates support to key-staff in Head Office (HO), Country Offices (CO’s) and if requested by a CO, Field Offices (FO’s) in the following areas: Networking; Project Cycle Management; Developing and maintaining working methods, procedures and systems for implementation and reporting; Maintaining contacts with donors; ensuring compliance with donor contracts. It operates as a team in which members are ready to stand in for each other if needed.

Purpose of the position The OSO reviews and supports the quality of nonmedical-technical aspects of project activity-design, -planning –implementation and reporting, procurement, safety and security. The OSO monitors ongoing implementation and is the HO-focal point for the CO project staff. (S)he ensures that Health Works operations procedures are adhered to.

Place in the organisation (reporting lines) The OSO reports to the Operations Director and works closely within the operations team and with technical advisors, field staff, the project controller and HO-communication. As an Operations team member (S)he serves as a backup for other tasks in the Operations team.

Key accountabilities and responsibilities

Donor and partner engagement

· Support AcqC. in establishing/maintaining good relationships with donors & (potential) partners.

· Account management of the donors of the assigned projects and (implementing) partners

· Proactively manage and develop relationships with current and potential interesting partners and donors

· Be informed and updated on trends and developments of donors. Including policies, advocacy processes and financial and compliance regulations/guidelines.

Proposal development

· Contribute to proposal development:

o Ensure that Operations contributions to proposals are of good quality and compliant to the donor’s criteria, priorities, including specific compliance guidelines

o Support AcqC in preparation and production of proposals, notably in collecting the contributions of the CO’s

o Collaborate with consortium partners for Operational aspects of proposal development.

· Contribute to pre-contract donor- and consortium-negotiations.

· Liaise with the TA’s , to align medical/technical project aspects with operational aspects to strengthen the quality of the proposed interventions.

· Provide recommendations and follow up on improvement actions in proposal development learning

Contract management

· Monitor in assigned project implementation and support compliance to donor reporting requirements, policies and procedures, national laws, as well as compliance to Health Works policies and procedures, during preparation, implementation and closing stages of projects.

· Pro-actively mitigates risks and change-order/relevant issues, right after discovery, to the appropriate staff in HO(Dir Ops and CO(HoM), so that coherent actions can be taken.

· Ensure that the assigned project/contract database and filing is up to date.

· Analyse project expenditure versus budget for assigned projects on a monthly basis with the Project Controller and signal over and under expenditure

· Provide advice/guidance to the CO-staff, stay abreast of projects audits reports, and allocate project backstopping.

· Review or process all purchase requests from the field, ensuring procurement guidelines are followed.

· Liaise with the TA’s and IPC, to align medical/technical project aspects with operational aspects to strengthen the quality of interventions.

· The OSO can be asked to manage consultants, interns and/or volunteers.

Organisation and project management in the country offices

· Participate in the development and implementation of country strategies, operational policies and procedures and annual plans and ensure alignment with Health-Works global strategies.

· The OSO plans and leads regular skype meetings with Country management/staff and visits field operations at least on a yearly basis. Depending on the CO capacity the intensity of support/reviewing is agreed.

· Establish relationships with the Country office staff and provide support, guidance, and advice regarding management of the organization and its projects.

· Be informed on the security situation in countries, conclude on trends and risks

Skills, knowledge and expertise

· Master's degree, preferably in a field related to international development or equivalent experience.

· Adequate experience in development countries, knowledge and understanding of the context in which the work is being carried out.

· Excellent interpersonal skills and relationship building skills with the ability to communicate with a wide variety of people in a diplomatic and constructive manner.

· Coaching experience, ability to enable others to improve their work

· Strong organizational, planning, and presentation skills

· Elaborated knowledge of Microsoft Word, Excel, Outlook, PowerPoint, web browser software, CRM

· Fluency in English and Dutch. French is appreciated as an extra skill.

· 3 years’ experience and proven skills in all aspects of Project Management including the utilization of tools such as Logical Framework, Project Cycle, M&E frameworks and Theory of Change

· Good English writing skills, including proposal writing (French and Dutch are an advantage);

· Prepared to travel frequently, spent time at projects sites and maintain a flexible work schedule.

Competencies

· Teamwork, Knowledge sharing

· Pro-active, sense of responsibility

· Persuasive and patient

· Ability to scan and analyse, or work with and adapt large and very, varying types of information

· Analytical capacity, understanding complex issues through logical reasoning

· separating primary and secondary issues and the identification of linkages

· Networking skills to organise partner networks and collaboration

· Excellent communication skills: Clear, concise, convincing, diplomatic and motivating others. Being sensitive to differences in culture and educational backgrounds

· Take responsibility and initiative to prioritize, organize and follow through on various tasks

· Is result oriented

This vacancy is archived.

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