Operations Assistant at FHI 360

BASIC FUNCTIONS:

Under the direct supervision of the Admin Officer, the Operations Assistant will be responsible for supporting the Operations Department in ensuring accurate data entry, data analysis, and maintenance of records across all digital platforms to support operation’s procedures across all operations units. This role will involve working closely with the team to manage and track warehouse commodities, fuel management for office generators and guest houses, fleet management through the Warehouse Management System (WMS) platform, support Volunteer Management through the Volunteer Management Solution (VMS) platform and UNHAS flight bookings through the UNHAS platform. The ideal candidate will be detail-oriented, organized, and proficient with digital tools to ensure the smooth operation of all software solution-based processes.

DUTIES AND  RESPONSIBILITIES:

• Use systems and processes to assure smooth and timely flow of work.
• Develop and manage a database and record-keeping system for assigned areas.
• Assist in tracking and updating the Warehouse Management System (WMS), Volunteer Management Solution (VMS), Internal UNHAS Travel Request platform and any other platform in use to support operations processes.
• Follow up with staff members for data impute
• Generate regular reports on warehouse stock levels, fleet utilization, and fuel management.
• Generate reports periodically to support assessment of performance and
• compliance
• Input fuel consumption for office generators and guest houses into the WMS, ensuring data is up to date.
• Maintain organized digital records of all logistics and fleet management activities.
• Follow up with community Volunteers’ supervisors on pending tasks in the system such as assigning roles and activities.
• Identify challenges with the system and recommend alternative solutions and areas that require continuous improvement.
• Track community Volunteers profile in the system and alert responsible supervisors on action needed to be taken.
• Continuously train end users on usage of the system and address any knowledge gap.
• Manage user accounts including admin rights and other end users’ access.
• Provide remote support to Community Volunteers in managing the system in their mobile devices
• Performs any other duties as assigned

EXPERTISE AND COMPLEXITY:

• Knowledge of general office practices and administrative procedures.
• Basic knowledge of warehouse management, fleet management, and data entry processes.
• Proficiency with digital tools and software, including WMS, KissFlow, and Microsoft Office Suite (especially Excel).
• Report to the supervisor on variances or inconsistency in data status on a regular basis.
• Resourceful in gathering and providing information.
• Knowledge of Data collection and Analysis, My SQL, SPSS, STATA
• Written, verbal, and organizational skills.
• Proficiency in written and spoken English.
• Relevant computer software skills including Microsoft Office products.
• Relevant language skills.

WORKING CONDITIONS AND PHYSICAL REQUIREMENTS:

• Typical office environment.
• Ability to spend long hours looking at computer screen and doing repetitive work on a keyboard.
• Ability to sit and stand for extended periods of time.
• Ability to lift/move up to 5 lbs.

QUALIFICATIONS AND REQUIREMENTS

• BA/BS degree in Business Administration, or related degree with 1-3 years’ experience.
• Experience in Logistics/Warehouse/ICT management/office Admin experience
• Demonstrated experience with office administrative procedures, standards and equipment.
• Demonstrated experience with office software applications and spreadsheets.
• Experience with large complex organization preferred