Operation Assistant

Overview

Job overview details include announced date, number of jobs, vacancy number, salary, contract type and duration, employment type, nationality and minimum education as provided in the original listing.

• Support procurement tasks to ensure efficiency and alignment with organizational needs, IRW policies, procedures and donor compliance. This includes preparing quotations, contracts, POs, payments, screening and all related procurement matters.
• Fleet Management:
  Support in managing fleet functions in accordance with IRW policies and donor compliance, including planning, movements, fuel consumption monitoring, resource utilization, contracting, driver management, vehicle maintenance and related tasks.
• Assets Management:
  Support in managing assets in line with IRW policies and donor compliance, including tagging, tracking, disposal, planning and related tasks.
• Warehouse Management:
  Support inventory management, storing, releasing, physical counts, tracking, disposal and related tasks; manage premises and facilities including identification, maintenance, contracting, services, tracking and reporting.
• Administration:
  Support admin tasks in accordance with IRW policies and donor compliance, including accommodation and travel requirements and related matters.
• Compliance & Reporting:
  Compile reporters and trackers for each SC function; submit reports to the supply chain officer including identifying bottlenecks, solutions, data analysis and action plans; address additional reporting requirements from the line manager.
• Other Tasks – Finance:
  Maintain petty cash, ensure expenses follow policy and submit monthly cash count; participate in cash distribution as a CDVT member; timely submission of financial documents; act as focal person for local authorities, vendors and field staff as needed.
• Other Tasks – HR:
  Monitor daily staff attendance and report issues; prepare attendance reports and collect timesheets for payroll; collect clearance forms on staff resignations; assist with written tests, online interviews, induction and onboarding.
• Other Tasks:
  Conduct regular visits to project and programmatic sites; perform tasks related to supply chain, Admin and IT as requested; ensure IRW procedures are followed in uploading documents to Shared Folders.

Education: Completion of Bachelor’s degree in supply chain, logistics, business administration, or related field.

Experience: 1+ years of progressive experience in related field; understanding of development and humanitarian work is advantageous; experience with humanitarian organizations is an advantage.

Additional Requirements: Willingness to travel to remote or conflict-affected areas; familiarity with local laws and regulations; excellent communication skills.

Language Requirement: Fluency in English is required.

Computer

Skills:

Proficiency in relevant software and systems is expected.

• Leadership: Effectively manages and motivates team members.
• Integrity and Ethics: Commitment to accountability, openness and high ethical standards in procurement.
• Communication: Ability to establish rapport with team members, vendors and stakeholders; clear communication of information; adaptability to changing program requirements.
• Planning and Organization: Ability to prioritize, develop realistic timelines and coordinate procurement across multiple projects.
• Analytical Thinking: Ability to interpret data, conduct market research and make data-driven decisions.
• Attention to Detail: Ensure accuracy and compliance in procurement documentation and planning; collaborate across departments.

The position holder must demonstrate a strong grasp of Islamic values and a commitment to IRW's vision, mission and core values.

• Sincerity (ikhlas) – Sincerity to God and humanity.
• Excellence (ihsan) – Commitment to excellence in operations and service to vulnerable people.
• Compassion (rahma) – Easing suffering caused by disasters, poverty and injustice.
• Social Justice (adl) – Empowering the poor and vulnerable to claim their rights.
• Custodianship (amana) – Responsible stewardship of Earth, resources and people.

Interested and…