Operation Officer

BACKGROUND

People in Need (PIN) is an international, non-profit organization providing humanitarian and development assistance in over 20 countries worldwide. Formed in 1992 in the Czech Republic, PIN has grown to be the biggest organisation of its kind in post-communist Europe, providing relief where it is needed, and empowering civil society at home and abroad.

PIN began its work in Iraq in 2003 focusing on reconstruction and renovation of schools and health centres. After a short break, PIN decided to re-establish its presence in the country in January 2015, mainly in response to deteriorating humanitarian situation in the country and massive displacement of people from conflict-affected areas. Since then, PIN has maintained a strong presence in Iraq. Apart from humanitarian aid, PIN is currently working on long-term programmes supporting restoring livelihoods, education, climate change and civil society & good governance programming (CSIG).

 

Position summary

The Operation Officer is responsible for managing procurement, logistics, IT support, asset management, transportation, and warehousing to ensure smooth operations. This role requires meticulous planning, supplier management, and adherence to procurement guidelines to optimize efficiency and cost-effectiveness. The Operation Officer will recieve regular technical guidenace and support from HQ Operations department, ensuring smooth operations on the mission level.

RESPONSIBILITIES:

Daily Operations:

• Execute daily procurement of office supplies, consumables, and other goods.
• Facilitate monthly payments for rent and utilities and coordinate office maintenance.
• Oversee office arrangements and visitor handling procedures.
• Supervise and manage the performance of PIN drivers and the office cleaner, including planning and approving their work schedules, and authorizing leave requests.

Procurement:

• Identify potential suppliers at local, national, and international levels.
• Maintain and verify the supplier database, including screening for blacklisted vendors.
• Update and manage the Annual Procurement Plan (APP) with program managers.
• Coordinate with program teams to define purchase requirements, specifications, and delivery timelines.
• Ensure transparency and compliance in procurement procedures per organizational guidelines.
• Conduct procurement processes, including tenders, supplier negotiations, bid evaluations, and contract management.
• Process supplier payments in coordination with the Finance department.

IT Support:

• Set up and configure laptops, phones, and IT systems for staff with technical support from HQ
• Maintain IT infrastructure, including software installations, upgrades, and network management.
• Liaise with the HQ IT department for technical support.

Asset Management:

• Maintain asset records in the NAVI system, register new assets, and track movements.
• Issue equipment to staff with proper documentation and accountability measures.
• Conduct annual inventory checks and report on asset conditions and disposals.

Transport Management:

• Supervise drivers and coordinate fleet movements.
• Prepare daily movement plans for field and city trips.
• Arrange airport pickups and drop-offs.
• Monitor fleet efficiency and cost-effectiveness.
• Conduct monthly vehicle safety checks and maintain logbook documentation.

Stock and Warehousing:

• Maintain accurate stock and warehouse records, including GDNs, GRNs, and waybills.
• Monitor stock transfers in coordination with program teams.
• Supervise warehouse operations, including organization, labeling, and categorization of goods.

 

Required Skills & Qualifications:

• Proven experience in logistics, procurement, and supply chain management.
• Strong organizational and negotiation skills.
• Proficiency in procurement systems and ERP platforms (e.g., NAVI, SharePoint).
• Entry-level knowledge of IT and asset management.
• Ability to work in a fast-paced environment and manage multiple priorities.
• Excellent communication and stakeholder management skills.

Interested candidates (male or female) are invited to submit their applications by midnight on December 10, 2025, via the following link: Application Form

 

 

Early applications are encouraged, as the suitable candidate might be selected before the application deadline.