Job Description

Operations Assistant

Overall Responsibilities

• Assist in managing facilities for Kinshasa and/or other large field offices in DRC
• Track office equipment functionalities – except IT equipment- and ensures equipment within office are working well and report any malfunctions for action
• Coordinates mail management in the Admin-Finance dept such as arranging for invoice and mail pick-ups; sorting and distributing incoming mail; arranging for outgoing mail including internal courier services.
• Maintains office supply inventories: kitchen supplies, office supplies and stationery
• Assist in coordinating maintenance of office equipment and transport for satellite office(s).
• Coordinates and maintains records for staff telephones parking and petty cash.
• Ensures prompt payment of bills and utilities and track payments
• As needed perform back up duties for procurement officer, executive assistant and  receptionist,

Procurement

• Assist procurement officer in bid openings and transcription of meeting notes
• Upon request, assist in procurement activities to support the procurement officer including but not limited to maintenance of vendors records, contracts management, tracker updates, etc.
• Liaise with PADMs to ensure effective procurement support to projects and compliance with policy by assisting procurement officer in preparing master procurement plan, specific procurement requests, etc.

Travel and workshops

• Assist projects and country office in booking air tickets, hotels, vehicles, and catering services 
• Reconcile on a monthly basis PATH purchase orders to received invoices, track payment of services/goods received and ensure prompt notification of vendors
• Keep SADM or Operations manager abreast of all booking issues and reconciliations on a monthly basis.

Finance

• Perform data entry in Business World for projects and country office as needed
• Review petty cash transactions and data entry in GL
• Review facilities expenses on a monthly basis and report variances against budgets to SADM

Office management

• Maintain and update office and kitchen supplies inventories documents
• Assist in meeting rooms reservations as well as other focus rooms occupancy
• Supervise cleaners and ensure PATH is receiving top service quality
• Update office seating plan

Supervisory role

• Supervise the receptionist

Background/profile of the candidate

• Project management experience
• Business management
• At least 24 months experience working in NGOs preferred as office manager or assistant, program assistant, admin assistant, procurement assistant, logistics assistant, executive assistant

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