Operations Officer

5 months ago

Pretoria, South Africa Chemonics International Full time

Chemonics seeks a an Operations officer to be based in Pretoria, South Africa. The Operations Officer serves as a key component of the South Africa Regional Office team to ensure the office delivers on its mission, strategic goals, and objectives. The Operations Officer will be responsible for the day-to-day management of South Africa Regional office operations, including logistics, procurement, finance, IT and security. They will report to the Human Resources and Operations Director and provide support to Chemonics Washington teams as needed to ensure the smooth and effective delivery of service We are looking for individuals who have a passion for making a difference in the lives of people around the world.

**Responsibilities include**:

- Operations & Logistics _
- Coordinate and manages service contracts for office space, vehicles and equipment.
- Assists the Human Resource and Operations Director with the management of vendor relationships and maintains relationships with office building management and maintenance.
- Ensure successful in-house events, by organizing venues, setting up meeting rooms, ensuring IT equipment is working properly, and making sure the venue provides teas, snacks and lunches as needed.
- In collaboration with the Human Resource and Operations Director, maintains and tracks in country events; assists with travel, hotel accommodations, and in country transportation for all office-related travel, including local and international consultants.
- Monitor and manages the South Africa regional office inventory tracker, ensuring all inventory is tracked and updated regularly in alignment with Chemonics policies and procedures.
- Provides administrative support to Chemonics Washington teams utilizing the regional office as assigned.

**_Procurement _**
- In collaboration with the Human Resource and Operations Director assists with procurement tasks and that all procedures are adhered to by collect quotations from vendors, analyze quotations, conduct vendor reference checks, issue local purchase orders and subcontracts.
- Monitor and document the receipt of goods/services purchased, ensure procurement files are up to date on SharePoint, and follow up with suppliers for invoices and other documentation as required.
- Maintain procurement tracker and procurement filing system to ensure all PARs, POs, and other supporting documents are saved and easily identifiable.

**_Finance _**
- Undertakes petty cash duties, if required and assists the finance team with occasional expenses verifications i.e., phone invoices and travel vouchers.
- Support with following up of vendor payments and ensures proofs of payment are sent to suppliers.

**_Information Technology _**
- Provides basic IT troubleshooting support for South Africa regional office staff, liaising closely with headquarters IT & external technology partners to minimize disruptions in service.
- Provides D365 support to Chemonics Washington teams utilizing the South Africa regional office as assigned.

**_Security _**
- Ensure security procedures are followed and updates circulated to relevant staff.
- Work with the Safety and Security Focal Point (SSFP) to draft contingency plans, the emergency action plan, telephone tree, and emergency contact list.

**Qualifications**:

- A bachelor’s degree is required; a degree in accounting, Finance, Business Administration, or related field is preferred.
- At least four years of relevant operations and logistics management experience in South Africa.
- Experience working for a multinational organization is highly preferred.
- Familiar with the MS world, outlook, PowerPoint, and MS Excel software.
- Strong organizational and work prioritization skills with attention to detail.
- Ability to establish and maintain effective, sustainable relationships with the office staff and the general development and business community.
- Demonstrate leadership, versatility, and integrity.
- Proficiency in written and spoken English is required.

**Application instructions**:
Chemonics is an equal opportunity employer and does not discriminate in its selection and employment practices on the basis of race, color, religion, sex, national origin, political affiliation, sexual orientation, gender identity, marital status, disability, genetic information, age, membership in an employee organization, or other non-merit factors.

Chemonics values the protection of your personal data. If you are in the European Union, please read our EU Recruiting Data Privacy Notice to learn how we process personal data.

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