JOB DESCRIPTION

Job Title:                                            Operations Intern                            

Location:                                            Islamabad                               

Department:                                       Operations                                                                   

Contract Length:                                1 Month                                             

Responsible to:                                  HR, Admin & Procurement Officer                           

Purpose

• The operation assistant will assist in Log/Admin and HR related matters, with the help of technical advice from the line Manager.

Responsibilities:

Logistics, HR & Admin

• Process invoices and payments
• Management of Assets, Inventory.
• Vendor data base, bidding, contracting and documentation support for smooth office running.
• Ensure that procured stocks are received, registered, and dispatched in an efficient and accountable manner.
• Conduct physical stock checks periodically and investigate discrepancies and share with supervisor
• Organize all programme purchases including the ordering of supplies
• Ensure that the filing system to record and archive all procurements is rigorously maintained.
• Assist logistics department for lease and agreements.
• Ensure all personnel records are properly maintained and are up to date and maintain database of leaver and joiner
• Ensure the maintenance of staff leave records according to organization leave template
• Ensure staff health and life insurances and maintenance of record of claim and appropriate follow up with insurance companies
• Ensure the accurate filing related to HR and Admin of Organization Pakistan programme
• Incoming and outgoing correspondence record and general documents files in accordance with Organization filing guidelines.

Safeguarding responsibilities:

• Preventing harm and abuse from our people, operations and programmes to anyone that encounters our work;
• Report all safeguarding incidents they see, hear, hear about or suspect, using our internal reporting mechanism;
• Complying with all safeguarding framework policies and practices
• Completing mandatory training courses relating to our safeguarding policy framework and comply with HR vetting procedures.
• Reducing the risk of harm and abuse in the field;
• Involving communities in the design of programmes and complaint response mechanisms, be responsible for implementation and review;
• Attending specialist field training on safeguarding as required;
• Maintaining maps of support services for survivors;
• Receiving and responding to complainants/survivors and ensuring that no further harm is done, following a survivor-centred approach, using the principles of psychological first aid, and signposting to relevant local services as needed
• Reporting all safeguarding incidents they become aware of.

Person Specification:

• The post holder will require the following competencies, skills and experience:

Essential:

• Minimum 14 years of education with 2 years’ of work experience Preferably in INGOs
• Hands on experience of accounting procedures, HR, Procurement, Logistic and admin of international organization.
• Positive attitude with good analytical and prioritization skills.
• High computer literacy; proficient in Excel and Word and preferably advanced computer skills in database.

Our Values

At FAID (Foundation for Ageing & Inclusive Development) we work hard to achieve our goals together as a team with a clear shared purpose. Everyone who works at FAID shares our values and are committed to behaviours that demonstrate and support them.

Our values inform how we work together:

Equal Opportunities:

FAID is committed to creating an inclusive working environment, promoting and providing equal opportunities and respecting diversity in employment. We welcome applications from all suitably qualified individuals regardless of their age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex and sexual orientation. We encourage and facilitate a flexible working environment.

Safeguarding:

Everyone has a role in creating and sustaining a safe and respectful working environment, where no one comes to any harm or is maltreated. At FAID we take our responsibilities very seriously and will take action against wrongdoing. We will do everything we can to ensure that we do not engage people that pose a safeguarding risk and will undertake criminal record checks as required.

Interviews will be conducted on rolling basis.