Operations Assistant

The International Rescue Committee (IRC) is seeking an Operations Assistant to support the delivery of essential services to vulnerable populations in Venezuela.

The Operations Assistant will play a critical role in ensuring that the organisation's operations and supply chain policies and procedures are adapted to the operational context. The successful candidate will be responsible for training personnel, consultants, and local partners to facilitate effective implementation of operations and supply chain processes.

Key Responsibilities:

Supply Chain and Logistics

• Maintain accurate inventory records of supplies, medicines, kits, and other items stored in warehouses.
• Execute procurement processes in accordance with organisational thresholds and methods, from quotation requests to receipt of goods and services.
• Develop market evaluations of suppliers, categorised by required procurement needs.
• Request creation of new vendors.
• Manage requisitions in INTEGRA at the national level.
• Ensure proper archiving, organisation, and updating of supply chain documents.
• Monitor deliveries with suppliers or IRC personnel.
• Update applicants on the status of their purchase requests.
• Develop, adapt, or construct effective, functional, and low-risk procedures.

Administrative Responsibilities

• Manage contracts with service or product providers.
• Oversee document management and archiving for IRC/Venezuela.
• Facilitate mechanisms for programme and operations teams to request transportation services.
• Organise and archive physical and digital documentation related to the supply chain.

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 procurement processes using the designated ERP system.
• Identify, document, and communicate deviations from the procurement process.
• Develop, adapt, or implement effective and low-risk operational procedures.

Other Functions

• Perform any additional tasks assigned by the supervisor to achieve role objectives.

Deliverables:

• Updated asset inventory documentation.
• Consolidated contract status report.
• Monthly market study and supplier list.
• Bi-monthly report on office supply usage.
• Up-to-date documentation of processes.

Requirements:

• Degree in Logistics, Business Administration, Industrial Engineering, or related field.
• 2 years of experience in purchasing, logistics, or supply chain management.
• Excellent organisational skills.
• 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 knowledge of donor ethics and procedures.
• Demonstrated ability to multitask and process information efficiently.
• Passion for NGO work and positive attitude.
• Reliable, flexible, self-motivated, and able to work under pressure.
• Available for national travel as needed.