Field Operation Assistant

Position: Field Operation Assistant

Location: Jowhar-Middle Shabelle, Somalia

Duration: 12 months, renewable based on performance, funds, and need for the position.

Employment type: Full time

Closing date: 2nd June 2024

Organization: Alight

Reporting to: OIC

About Alight:

A team with deep experience in co-designing solutions that create new value around the world. We know we need to always be better, and we believe in the power and abundance of everyday people, everywhere, to change the world with us.

A culture of radical accountability to our customers –as we help build a meaningful life for and with the displaced, we ask them what they want and then deliver on it.

Alight (formerly American Refugee Committee) is an international non-profit organization with its headquarters located in the United States. Alight has provided humanitarian assistance to millions of beneficiaries in 29 countries over the past 40 years, currently reaching over 10 million  refugees, IDPs, and disaster-affected communities in 17 countries around the world, helping people regain control of their lives after conflict and natural disasters. Alight maintains full- fledged humanitarian programs in Somalia, Kenya, Uganda, Rwanda, Sudan, South Sudan, the Democratic Republic of Congo, Pakistan, Thailand, and Myanmar and Ethiopia.

Alight focuses on lifesaving humanitarian interventions as well as recovery and resilience building programs designed to create lasting positive change in the lives of vulnerable people. Alight works closely with displaced persons, returnees, refugees and communities affected by natural and man-made disasters, providing a range of integrated assistance including primary and curative health care, water and sanitation, protection services, restoration of strategic health and water infrastructure, dignified housing for returning refugees, and sustainable job creation. Alight has also built strong relationships with development partners, agencies, as well as federal and local governments to approach challenges in an inclusive and holistic manner and come up with innovative solutions that best fits the local context.

Role Overview: 

The Operation Assistant has the overall responsibility of assisting a smooth implementation of day-to-day Operations and ensuring implementation of the project through Alight and donor’s policies and procedures.

PRIMARY PURPOSE OF THE POSITION

Reporting to the Finance Manager and the Senior Field Officer, will be responsible for managing the day-to-day office operations and works closely with the program teams to ensure the projects implementations smoothly.

KEY DUTIES/RESPONSIBILITIES

HR/Admin Role

·       The Operation Assistant is responsible for day-to-day operations with close working relations with the Area Office.

·       Ensure compliance with ALIGHT policies and the local labor law in all procedures and processes.

·       Supports the HR Department in performing specific administrative HR tasks, such as: timely collection of timesheets and staff leave forms.

·       Be a focal point person in the recruitment, contracting, induction and placement activities in Middle Shabelle and support Area office.

·       Ensure that all new national staff have filled in all HR forms and ensure every staff has the    organization ID badge.

·       Provides administrative support to ensure efficient operation of office.

·       Make travel arrangements for Alight staff.

·       Prepare inventory report and maintain necessary documents.

·       Coordinate trainings at field level.

·       Prepare Monthly operation reports and share with the relevant management.

Logistic & Procurement Roles

·       Procure services, equipment, materials, and supplies specific to program and operational needs in a manner that is timely, well documented, and consistent with ALIGHT ’s procurement policy.

·       Maintain a well-organized storeroom and/or warehouse of program and operational equipment, materials, and supplies.

·       As the security focal point at in the field office, the Field Logistics Assistant shall coordinate closely with ALIGHT Security Coordinator to ensure close monitoring of field security issues, implement security plans and take prompt security actions as and when advised by the ALIGHT Security officer or Area Manager

Finance roles.

·       Follow all ALIGHT policies, procedures, grant compliance and documentation requirements. ·

·       Keep all finance documents and reports are properly filed, labeled, and stored in a clear and easily accessible manner.

·       Responsible for petty cash management.

·       Managing all aspects of day-to-day Office operations in the Field site

·       Be adaptable and flexible to take new tasks and new assignments as requested from time to time.

·        Any other tasks to be assigned by the supervisor.

EDUCATION, TECHNICAL SKILLS & KNOWLEDGE REQUIRED

• Experience in field operations with minimum of Degree in administration/Management science or related course required.

·       At least three years’ working experience with an International NGO.

·       Proven organizational skills and multitask under tight deadlines.

·       Excellent report writing and fluency in English language.

·       Proficient in use of computers, able to use - Microsoft Word, Excel,

KEY BEHAVIORS & ABILITIES

• Excellent coordination and communication skills

·       Should have good documentation and dissemination / presentation skills.

·        Strong analytical, written, and verbal skills

·       High level of integrity

·       Ability to work in a team.  

• Should be able to live, work and travel in an insecure environment, following strict security guidelines always.
• Proven capacity to work in a quickly moving, unstable situation and work against targeted outputs with tight time frames and deadlines.

Note: Qualified women are strongly encouraged to apply. 

How to Apply: 

Submit a one-page motivation letter and a current, updated CV (2-4 pages) with three references to [email protected]  before the closing date. Applications will be reviewed on a rolling basis. 

For more information about our work and impact: https://wearealight.org