Operations Officer

Recruitment of the

Operations Officer

General Summary/Background

The Operations Officer plays a crucial role in supporting the administrative, procurement, and HR logistical needs of Chemonics Higher Education projects. As a key member of the Operations team, this position requires close collaboration with all team members to ensure the smooth functioning of the Project Office. The role demands a high degree of professionalism and adaptability, as the Operations Officer will frequently coordinate with high-level external stakeholders and consultants, managing meetings, workshops, and travel logistics.

Principal Duties and Responsibilities:

• Arrangement and coordination of stakeholder meetings. Arrange meeting space and logistics by working with local vendors, hotel staff, and others as necessary.
• In collaboration with the Director of Finance and Operations, maintain and track the budget for in-country events. Assist with travel, hotel accommodations, and in-country transportation for all project-related travel, including international consultants.
• Manage and oversee the procurement needs, including handling the processes of Procurment Action Request (PAR), Purchase Orders (PO), Request for Quotations and/or Request for Proposals. Coordinate with vendors and ensure that all goods and supplies are inspected, verified against purchase orders, and meet the required standards.
• Work closely with the Director of Finance and Operations to ensure procurement procedures are followed meticulously. Track the timely delivery of goods, ensuring they meet the agreed-upon standards and specifications outlined in the PO.
• Maintain an up-to-date and organized log of the outgoing PAR tracker, PO tracker, and all local procurement files on project sharepoint.
• Assist the Director of Finance and Operations with the management of vendor relationships and maintain relationships with office building management and maintenance.
• Undertake petty cash duties, act as the petty cash custodian/cashier for the projects (if applicable).
• Assist with staff timesheets submission and ensure that they are filled out correctly and that employee leave requests are filed.
• Responsible for coordination of staff onboarding and departure logistics, including registration of staff, policy manual development, and completion of any staff departure checklists.
• Assist and implement project employee orientations in collaboration with Director of Finance and Operations.
• Ensure office orderliness and professional appearance. Receive all visitors and direct them as necessary.
• Track utilization of all office supplies and procure supplies as necessary and maintain inventory of all project property up to date.
• Assist with any recruitment needs as requested.
• Provide basic translations and interpreations when needed.
• Act as the Security Focal Point for Project Office.
• Perform any other tasks assigned by the line manager.

Required Skills and Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty and responsibility satisfactorily. The qualifications listed below are representative of the required knowledge, skills, and/or abilities needed to perform the principal duties.

• University or Master degree in a relevant field required.
• Minimum of 5 years of experience in administration, HR support and project operations.
• Strong interpersonal skills, proactiveness and ability to work with culturally diverse staff.
• Demonstrated knowledge and extensive experience with USAID regulations and control systems preferred.
• Ability to work in a professional and cordial manner with fellow staff members, visitors, and partner institutions including international and foreign NGOs, governmental entities, support organizations, and the general public.
• Experience working closely with multidisciplinary teams of junior and senior-level staff.
• Professional and advanced level in English.

Application Instructions

• Only Vietnamese citizens residing in Hanoi are eligible for this position.
• Interested candidates are invited to submit their Cover letter and CV to [email protected] with the subject line: "Operations Officer - [Your name]."
• Please note that only shortlisted candidates will be contacted. Chemonics prioritizes the protection of your personal data.
• The deadline for applications is September 25, 2024

Chemonics is an equal opportunity/affirmative action employer and does not discriminate in its selection and employment practices. All qualified applicants will be considered for employment without regard to race, color, religion, sex, national origin, political affiliation, sexual orientation, gender identity, marital status, disability, protected veteran status, genetic information, age, or other legally protected characteristics.