Operations Officer

Job Description:

The role of Operations Officer will sit within the “Programme Management & Administration Team’ which is responsible for ensuring that all financial, operational and administrative aspects of the Programme run effectively. The Operations Officer will be required to do the following in each area:

Procurement

• Provide support to the procurement activities; initiate and undertakes local procurement, issues RFQs, review quotations of suppliers and carry out cost/benefit analysis in keeping with established protocol.

• Liaise with finance team on payments to vendors/suppliers;

• Monitor and keep accurate records of the Project Asset & Inventory Registers;

• Support the delivery arrangements of all goods including printed materials;

• Establish a good working relationship with suppliers, including the establishment of maintenance agreements for basic supplies and services such as generators, electricity, ICT equipment etc.

• Conducting due diligence and revisions of the due diligence as the required intervals for all suppliers

• Support in routine maintenance of the project vehicles

• Ensure trackers for monitoring liabilities are up to date

• Responsible for managing the database of suppliers known as the Approved Suppliers’ Register (ASR), as well as evaluating and managing their performance

Events and Logistics

• Supporting the Technical Team in the organisation of events, meetings and workshops; including booking workshop venues, preparing attendance lists, preparing and issuing invitations etc.

• Administer finances at events, in accordance with Mott MacDonald Finance procedures, when required;

• Liaising with hotels and accommodation providers;

• Support in the effective mobilisation of international staff and sub-consultants coming from overseas, including:

• Support with visa applications, flight bookings, and security briefings;

• Management and timely communication of local arrangements such as airport transfers and hotel bookings;

• Supporting the development and regular update of welcome packs and induction information;

• Also support in the development of similar arrangements for managing mobilisation from overseas directly to the field.

Finance

• Support finance during workshops, meetings and conferences

• Petty cash support if needed

Administration

• Supporting sub-consultants with their administration and other arrangements;

• Managing the mobile communications (project phones, phone credit, internet, etc);

• Liaise with the Programme team to manage meeting room bookings, and ensure the room is set up as per need;

• Maintain operations records in accordance with Mott MacDonald processes and procedures;

• Supporting in the ethics, transparency and accountability principles of the Programme and of Mott MacDonald;

• Be proactive and responsive to performing any other duties and responsibilities as assigned by the Operations Manager or Senior Management Team.

Note: This job description reflects the present requirements of the post.  As duties and responsibilities change and develop the job description will be reviewed and be subject to amendment in consultation with the post holder and line manager.

Work location: Kigali

Candidate Specification:

Required competencies and experience

• Experience handling logistical challenges and in negotiating to ensure efficient use of resources;

• Experience of organising events – managing bookings, invitations, advertising, printing, and on-the-day requirements;

• Excellent written and spoken communication skills in English;

• Willingness to be pro-active, responsive and flexible to the changing requirements of the project;

• Excellent IT skills and confidence in Outlook, MS Word, Excel and PowerPoint;

• Ability to coordinate various activities at the same time;

• Ability to work quickly and effectively under pressure;

• A team player with experience of working within team hierarchies and towards the common vision of a programme;

Other desirable competencies and experience

• Experience of working on donor-funded programmes in multi-national teams

• Studies in relevant field such as administration, finance, management.

Project description:

Learning and Inclusion for Transformation (LIFT) is a programme of the Ministry of Education that is funded by the UK Government through Foreign, Commonwealth and Development Office (FCDO) and aims to improve foundational learning outcomes for P1–P3 children in English and mathematics in Rwanda’s public and government aided primary schools. In addition, LIFT supports out-of-school adolescents aged 12–17 to return to formal education or access alternative education pathways and enables access to education for children with disabilities.

Focusing on those most at risk of not completing basic education, LIFT is removing barriers to learning, creating safe school environments and developing partnerships for equitable education, so every child has the opportunity to thrive.

Both areas will focus on technical assistance and advocacy to the government around foundational learning and out-of-school girls and boys, to ensure approaches are scaled and evidence from the programme feeds into policy and programming in the education sector. The LIFT programme is implemented by Mott Macdonald- Cambridge Education and will run until 2030.

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Equality, diversity and inclusion

We put equality, diversity and inclusion at the heart of our business, seeking to promote fair employment procedures and practices to ensure equal opportunities for all. We encourage individual expression in our workplace and are committed to creating an inclusive environment where everyone feels they have the opportunity to contribute.