Operations Officer Job at Heartland Alliance Limited

Heartland Alliance Limited / GTE (HA) is an indigenous non-governmental organization established to address the human rights needs of vulnerable persons in the society.

We are recruiting to fill the position below:

Job Position: Operations Officer

Job Location: ACE-6 Lagos Regional Office, Lagos
Employment Type: Contract
Reports to: Procurement & Operations Manager (P&OM)
Contract Duration: 2024 - 2027

Job Summary

• The key responsibility of the Operations Officer includes ensuring the smooth functioning of the Heartland Alliance Ltd/Gte ACE-6 Regional office in Lagos and supervise administrative staff. 
• Key areas include Office facility management, procurement in the Regional Office, developing and monitoring service-level agreements, office vehicle management, meeting/event management, asset management, and insurance management.

Essential Duties and Responsibilities

• Support the P&OM to develop, strengthen, and implement effective operational systems for the ACE-6 project.
• Ensure the expendable supplies in the office are well accounted for by maintaining adequate stock records.
• Work closely with the P&OM in the day-to-day running of the Regional office.
• Responsible for the Regional office facility management including but not limited to ensuring the offices are well cleaned, ensuring that office equipment is functioning and repaired as at when due, electricity and water bills are settled timely, ensuring that diesel is available for smooth running of the generator while monitoring consumption and maintenance of the generator.
• Provide logistics support as directed by the P&OM including planning meetings and training activities, making hotel reservations, arranging Airport or Hotel Pick-ups and drop-offs, and flight bookings for staff, consultants, and participants.
• Provide direct supervision for the Operation Assistant, Store and Admin Assistant, Transport Assistants, Office Assistants, and Security Guards.
• Responsible for the physical arrangement of the office space and ensure there is adequate workspace for all staff.
• Maintain assets inventory, ensure assets are maintained in good condition, and check assets stickers regularly. Manage Asset registers across locations.
• Work closely with the Transport Assistants to ensure road-worthy vehicles in the Regional Office are safe for driving with proper vehicle documentation.
• Responsible for monitoring vehicle use, fuel consumption, and vehicle logbooks.
• Responsible for office lockup and supervising the office guard services contracts.
• Coordinate with the regional and state office staff on operations-related matters as directed by the P&OM.
• Coordinate monthly submission of inventory reports from States and Regional Offices and forward same to the DFO through the POM for management decision.
• Proactively address the procurement needs of the Regional Office in compliance with the procurement policies.
• In collaboration with the project staff, ensure the tracking system of the equipment inventory in the project sites.
• Manage ACE-6 vehicles and Asset insurance.
• Any other duties assigned.

Qualifications
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below represent the knowledge, skill, and competency required. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions:

Education and Experience:

• Bachelor’s Degree/or its equivalent in a related field.
• Minimum of 4 years of experience in operations/administrative functions preferably NGOs and community-level programs, with increasing responsibility.
• Excellent interpersonal and communication skills.
• Independent judgment and discretion in completing assignments, seeking approval as appropriate.
• Excellent attention to detail with the ability to follow through, apply, interpret, and explain instructions and guidelines.

Preferred Skills:

• Familiarity with USAID-funded programs and non-governmental organizations in Nigeria.
• Demonstrated ability to work independently with minimal supervision, to be able to accept and discharge substantial responsibilities, to prioritize work assignments, to meet deadlines, and to exercise professional judgment.

Other Competencies:

• Time Management - Ability to prioritize tasks, manage time, and complete projects in a fast-paced, changing environment with minimal supervision.
• Quality Management - Looks for ways to improve and promote quality; Demonstrates accuracy and thoroughness.
• Written Communication - Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively.
• Adaptability - Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events.
• Cultural Sensitivity – Respect the cultural environment in which a person is working and does not act in a manner that is outwardly offensive to the local community.
• Non-discriminatory- Do not discriminate against persons based on sexual orientation or gender.

Language Skills:

• Excellent oral and written English communication skills.
• Knowledge of Local Language preferred.
• Demonstrated competency in public speaking.

Computer Skills:

• Proficiency in Microsoft Office, Internet Explorer, Outlook/Exchange, Windows operating systems, and PowerPoint.
• High proficiency in MS Excel.
• Other software routinely used by Heartland Alliance Ltd/Gte

Work Environment:

• The noise level in the work environment is usually moderate.
• The employee is required to co-locate with local partners usually in the same office.
• The employee is required to travel regularly to often insecure and limited-resource environments.