Operation Officer

Position Title: Operation Officer  

Position Type: Full Time        

Contract Type:  Fixed Term   

Reports To: Program Manager and Technically to Procurement Officer  

Location: Kirkuk  

Closing of Application Date: 18 January 2024

About Heartland Alliance International 

Heartland Alliance International’s (HAI) mission is to secure the rights and well-being of marginalized people and communities. HAI envisions a world in which those whose rights have been violated are safe and empowered to actively engage in their communities and be at the forefront of social change. In Iraq, HAI provides holistic services focusing on psychosocial support, legal aid, violence prevention, livelihoods strengthening, and social cohesion to diverse vulnerable populations. 

Position Summary 

HAI in partnership with UNHCR is conducting one-year project to support the Refugees and Asylum seekers and IDP/Returnees through Case management – PSS – MHPSS and Access to Justice, community engagement and participation plus protection monitoring and advocacy, The Operation Officer provides proficient and advanced Operation and administration support to the program activities and team members, Responsible for coordinating Operation Support including but not limited to procurement, Fleet Management, Asset Management, Logistics and office Administration. Individual accountabilities and work volume will be established through the development of annual Success Objectives, within the framework outlined below. 

Essential Duties and Responsibilities 

Procurement:  

· Work with Procurement department on generating PRs according to the requirements of office and program as requested.  

· Working on finding vendors for the required services and goods for the needs of Kirkuk office.  

· Performing collecting quotations from vendors  

· Managing quotation analyses through committees according to HAI procurement procedure.  

· Maintaining Contracts of Kirkuk office and tracking them. 

· Support Procurement Department in term of preparation of BAS and PO. 

Logistics:  

· Supervising logistics works in Kirkuk office  

· Overseeing logistics staff in prepares materials and meeting space for new employee orientation and other department-sponsored events as assigned in Kirkuk Office. 

· Supervise logistics team in supporting all programs in booking venues, accommodation’s and transportation’s for staff and participants of HAI activities.  

· Acting as focal point for Security in Kirkuk office in cooperation with Country Security team.  

· Acting as fleet coordinator in cooperation with other Operation team. 

Administration:  

· Have a direct contact with Security Coordinator to enforce the security measures in Kirkuk office.  

· Updating contact list for HAI- Iraq staff on regular basis.  

· Assists in maintaining data integrity through audit trails and other checks  

· Examines employee files to answer routine inquiries and provide information to Managers and other authorized persons [in accord with applicable department guidelines] to meet service needs and facilitate employee administration.  

· Have supervision, managerial skills, and ability to enforce all the organizations rules and regulations.  

· Performs daily administrative routine duties as assigned by the Director of Administration  

· Drafting and documenting official correspondence with employees, candidates, and others.  

· Maintains records of staff attendance and leave balances in accordance with HAI Iraq National Employee Handbook.  

· Key focal point with local authorities to facilitate HAI mission and permit access and residency to HAI staff and projects, such us representing the office with department of NGOs, and others if required.  

· Maintain the lease contracts of Kirkuk office.  

· Receive delegations and HAI senior staff if needed from the check points.  

· Provide proper assessments and quotation for venues, hotel and any logistic requirement in a transparence and integrity manner.  

· Request monthly advance payment and manage the reconciliations of any administrations expenses in cooperation with the logistic assistance.  

· Assist finance department temporary to hold the cash at Kirkuk office and manage the monthly distribution of staff salaries and distributing per dim to beneficiaries and HAI staff.  

· Acting as focal point for Assent Management with cooperation with Country Assent controller.  

· Any other duties as may be assigned by line manager/head of technical unit. 

Languages  

English Proficiency Level Required: ​Advanced​ 

Arabic Proficiency Level Required: ​Advanced​ 

Kurdish Proficiency Level Required: ​Advanced​ 

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  

· Education and/or Experience: Bachelor Degree or the equivalent and five years of related Operation experience, or equivalent combination of education and experience.  

· Other Skills and Qualifications: High degree of technical competency, attention to detail/accuracy and excellent organization skills required. Ability to work in a fast paced, high-productivity environment essential.  

Interpersonal and Technical Skills: add the required competencies and desired software knowledge 

Computer Skills:  

Good knowledge in Microsoft Office, Internet Explorer, Outlook/Exchange; Windows operating systems; and other software routinely used by Heartland Alliance. 

Work conditions  

Physical Demands: 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

• While performing the duties of this job, the employee is regularly required to talk or hear.  
• While performing the duties of this job, the employee is frequently required to sit; use hands to handle or feel and reach with hands and arms.  
• While performing the duties of this job, the employee is occasionally required to stand; walk; climb or balance and stoop, kneel, crouch, or crawl.  
• The employee must occasionally lift and/or move up to 20 pounds.  

Work Environment:  

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. 

• The noise level in the work environment is usually moderate. 
• The employee may be required to travel frequently to insecure and limited-resource environments. 

Sometimes the candidate may be required to work for extra hours to deliver emerging unprecedented priorities 

Please send you CV to:

https://heartlandalliance.bamboohr.com/careers/1036

Only shortlisted candidates will be contacted. If you do not hear back from us within 2 weeks, please consider your application unsuccessful.

Heartland Alliance makes all hiring and employment decisions without regard to race, creed, color, age, gender, gender identity, marital or parental status, religion, ancestry, national origin, physical or mental disability, sexual orientation, sexual identity, immigrant status, political affiliation or belief, ex-offender status (depending on the offense and position to be filled), unfavorable military discharge, membership in an organization whose primary purpose is the protection of civil rights or improvement of living conditions and human relations, or HIV infection, in accord with the Organization’s AIDS Policy Statement of September, 1987. Individuals with disabilities requiring accommodation should contact the Human Resources and Administration Office at (312) 660-1431.