Position Title: Operations Assistant

Location: Maiduguri

Supervisor: Administrative Officer

BASIC FUNCTIONS:

Under the direct supervision of the Admin Officer, the Operations Assistant will be responsible for supporting the Operations Department in ensuring accurate data entry, data analysis, and maintenance of records across all digital platforms to support operation’s procedures across all operations units. This role will involve working closely with the team to manage and track warehouse commodities, fuel management for office generators and guest houses, fleet management through the Warehouse Management System (WMS) platform, support Volunteer Management through the Volunteer Management Solution (VMS) platform and UNHAS flight bookings through the UNHAS platform. The ideal candidate will be detail-oriented, organized, and proficient with digital tools to ensure the smooth operation of all software solution-based processes.

DUTIES AND RESPONSIBILITIES:

• Use systems and processes to assure smooth and timely flow of work.
• Develop and manage a database and record-keeping system for assigned areas.
• Assist in tracking and updating the Warehouse Management System (WMS), Volunteer Management Solution (VMS), Internal UNHAS Travel Request platform and any other platform in use to support operations processes.
• Follow up with staff members for data impute
• Generate regular reports on warehouse stock levels, fleet utilization, and fuel management.
• Generate reports periodically to support assessment of performance and
• compliance
• Input fuel consumption for office generators and guest houses into the WMS, ensuring data is up to date.
• Maintain organized digital records of all logistics and fleet management activities.
• Follow up with community Volunteers’ supervisors on pending tasks in the system such as assigning roles and activities.
• Identify challenges with the system and recommend alternative solutions and areas that require continuous improvement.
• Track community Volunteers profile in the system and alert responsible supervisors on action needed to be taken.
• Continuously train end users on usage of the system and address any knowledge gap.
• Manage user accounts including admin rights and other end users’ access.
• Provide remote support to Community Volunteers in managing the system in their mobile devices
• Performs any other duties as assigned

EXPERTISE AND COMPLEXITY:

• Knowledge of general office practices and administrative procedures.
• Basic knowledge of warehouse management, fleet management, and data entry processes.
• Proficiency with digital tools and software, including WMS, KissFlow, and Microsoft Office Suite (especially Excel).
• Report to the supervisor on variances or inconsistency in data status on a regular basis.
• Resourceful in gathering and providing information.
• Knowledge of Data collection and Analysis, My SQL, SPSS, STATA
• Written, verbal, and organizational skills.
• Proficiency in written and spoken English.
• Relevant computer software skills including Microsoft Office products.
• Relevant language skills.

WORKING CONDITIONS AND PHYSICAL REQUIREMENTS:

• Typical office environment.
• Ability to spend long hours looking at computer screen and doing repetitive work on a keyboard.
• Ability to sit and stand for extended periods of time.
• Ability to lift/move up to 5 lbs.

QUALIFICATIONS AND REQUIREMENTS

• BA/BS degree in Business Administration, or related degree with 1-3 years’ experience.
• Experience in Logistics/Warehouse/ICT management/office Admin experience
• Demonstrated experience with office administrative procedures, standards and equipment.
• Demonstrated experience with office software applications and spreadsheets.
• Experience with large complex organization preferred

Safeguarding:

FHI 360 is committed to providing a safe environment for all employees, beneficiaries and anyone contracted by FHI 360. This Includes taking measures to protect vulnerable people from Sexual Exploitation and Abuse (SEA) by either FHI 360 employees or associated personnel. FHI 360 abides by child safeguarding principles. FHI 360’s Safeguarding Policies apply and flow out to all FHI 360 staff, board members, volunteers, and partner staff (subcontractors, consultants, vendors, and subrecipients), regardless of the funding mechanism or amount of contract, agreement, or purchase order.

This job posting summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.

FHI 360 is an equal opportunity and affirmative action employer whereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, physical or mental disability, protected Veteran status, or any other characteristic protected under applicable law.

Our values and commitments to safeguarding: FHI 360 is committed to preventing any type of abuse, exploitation and harassment in our work environments and programs, including sexual abuse, exploitation and harassment. FHI 360 takes steps to safeguard the welfare of everyone who engages with our organization and programs and requires that all personnel, including staff members and volunteers, share this commitment and sign our code of conduct. All offers of employment will be subject to appropriate screening checks, including reference, criminal record and terrorism finance checks. FHI 360 also participates in the Inter-Agency Misconduct Disclosure Scheme (MDS), facilitated by the Steering Committee for Humanitarian Response. In line with the MDS, we will request information from job applicants’ previous employers about any substantiated findings of sexual abuse, exploitation and/or harassment during the applicant’s tenure with previous employers. By applying, job applicants confirm their understanding of these recruitment procedures and consent to these screening checks.

FHI 360 will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws.

FHI 360 will never ask you for your career site username or password, and we will never request money, goods or services during the application, recruitment or employment process. If you have questions or concerns about correspondence from us, please email CareerCenterSupport@fhi360.org.

FHI 360 fosters the strength and health of its workforce through a competitive benefits package, professional development and policies and programs that support a healthy work/life balance. Join our global workforce to make a positive difference for others — and yourself.

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