Description
The Operations Assistant will play a key role in ensuring that operational policies and procedures are adapted to the organisation's operational context.
The successful candidate will provide direct operational support to interventions and projects, planning, providing, and supervising logistical assistance during community activities, humanitarian distributions, and field activities.
Responsibilities
Supply Chain and Logistics
- Coordinate receipt, dispatch, and distribution of materials and equipment.
- Monitor deliveries and receipt of goods.
- Manage dispatch guides, delivery notes, and transport documents.
- Maintain communication with suppliers and transporters to track shipments.
- Support route planning and scheduling of dispatches.
- Ensure compliance with logistics and storage procedures.
- Record and control entry and exit of goods.
- Participate in cyclic and general inventories.
- Verify accuracy of physical stock versus system records.
- Identify and report inventory discrepancies or irregularities.
- Maintain updated databases and stock controls.
- Oversee proper storage and organisation of products.
Administrative Responsibilities
- Manage event and operational logistics and administration.
- Oversee document management and archiving for CIR/VE.
- Manage Guest House and CIR/VE offices in Maracaibo, including general services, maintenance, repairs, and furniture.
- Control and manage asset and non-stock inventory.
- Handle purchase, monthly reporting, and documentation of air tickets and accommodation.
- Facilitate transportation service requests for programme and operations teams.
- Archive and organise documentation related to supply chain.
Internal Team Support
- Provide knowledge transfer, support plans, and performance management for supply chain association between CIR-VE and partners.
- Monitor acquisitions.
- Offer technical assistance to programme teams and associated organisations as needed.
- Ensure adequate control of acquisition management, following CIR-VE policies and procedures.
Interdepartmental Coordination
- Collaborate with finance, administration, and programmes to support objective achievement, integrate internal controls, ensure timely payments to suppliers, and maintain complete and auditable documentation.
Tools and Procedures
- Execute all acquisition processes using the designated ERP system.
- Identify, document, and communicate deviations from acquisition processes.
- Develop, adapt, or implement effective and low-risk operational procedures.
Requirements
- Student in final semesters or T.S.U. in Logistics, Business Administration, Industrial Engineering, or related fields.
- 2 years of experience in purchasing, logistics, or supply chain tasks.
- Strong organisational capacity; ability to interact effectively with international and national personnel.
- Basic knowledge of spoken and written English.
- Solid computer skills in MS Excel and MS Word.
- In-depth understanding of ethics/acquisition procedures and donor compliance.
- Demonstrated ability to multitask and process information quickly.
- Passion for humanitarian work and positive attitude.
- Reliable, flexible, self-motivated, and able to work under pressure.