The Operations Coordinator implements and manages organizational procurement, administration, logistics and security activities, in close coordination with Operations and Security Manager and respective project teams, as a member of the Jhpiego’s Security team, the role contributes to assisting the implementation of assessments, procedures and guidelines including Security Risk Assessments (SRAs), incident reporting and management of the country specific Security Plan.

Procurement:  

• Oversee programmatic and operational procurement and ensure compliance with corporate policies, contractual terms, US Federal Acquisition Regulations, Agency for International Development Acquisition Regulations (AIDAR) and other local applicable rules and regulations and provide quality control.
• Procure goods and services as outlined in grant agreements, including identification of most appropriate procurement mechanism, ensuring completion of entire P2P cycle.
• Plan, develop and manage & efficiently implement the procurement plan of the field office in line with the approved cost and prepare detailed specifications of equipment and supplies to be purchased in line with Jhpiego/donor policies.
• Inspect goods or verify services, confirm delivery, and receipt of goods, and monitor the use and disposition of goods.
• Work with the Admin officer/Supervisor to keep the inventory updated, prepare property disposition requests and annual inventory reports.
• Provide procurement procedures and policy guidance and interpretations to staff members.
• Negotiate terms and conditions for contracts as necessary.
• Build Strong rapport and manage vendor relationships, contacts, and pre-qualification lists.
• Confirm that all invoices have been received and submitted for payment.
• Manage vendor relationships, contacts, and pre-qualification lists and update timely.
• Prepare and maintain a comprehensive procurement tracker and ensure timely completion of tasks as desired.
• Supply and deliver equipment and materials to required destinations in an efficient and cost-effective manner.
• Assist in developing and implementing SOPs for procedures related to project operations including procurements/fleet/administration.
• Maintain proper record of documents issued or received in both digital & non digital forms and submit final receipt of goods and final payments to suppliers.
• Support finance department in ensuring all documentary requirements are fulfilled for audit purposes.

Logistics:

• Supervise logistics officer to coordinate with the concerned department for the workshops/ trainings, seminars, exhibitions, external/internal meetings, venue coordination, meal arrangements, training hall set up arrangements, and all such arrangements etc.;
• Support logistics officer to coordinate workshop/training events as required, including hotel liaison, invitations, travel arrangements, supplies & materials, equipment hire and providing point of contact support for participants at events.
• Supervise timely arrangements are made for staff travel, including but not limited to air ticketing, boarding, and lodging and facilitate visa acquisition for official visits outside the country.
• Review & approve the reports presented for monthly air ticketing and hotel reservation record.
• Oversee the fleet & support logistics officer as required in ensuring that the drivers are assigned to maintain official vehicles maintenance, and log sheets and conduct appropriate due diligence/monitoring on usage of vehicle(s).
• Make responsible recommendations on operational support and project delivery to Promptly report any challenges in project delivery to supervisor.

Security Management and Risk Mapping:

• Support the Security Manager in the execution of his/her duties with regards to the safety and security of Jhpiego’s personnel, premises, and in accordance with Jhpiego Global Standards. Attend all relevant security working groups, assist the program partners as appropriate.
• Provide required information on technical security requirements contained in the Jhpiego Security Plan, Security Risk Assessment, Location Security Measures, and other relevant policies, guidelines, and assessments and ensure their implementation. Provide technical oversight for contracted security providers.
• Assist in implementation of Jhpiego Pakistan security documentation including security contingency plans and provide the security manager with mandatory reports in accordance with Jhpiego security reporting guidelines. This includes the monitoring/reporting on security compliance and the submission of all security incident reports.
• Regularly attend the INGO Security Forum meetings and keep close liaison with the UNDSS
• Assist in Monitoring the security situation and provide independent and comprehensive security analysis with the goal of identifying trends and predicting the specific conditions that would impact on the safety and security of Jhpiego personnel, eligible family members, premises assets and resources, in the respective area of responsibility.

Administration:

• Review & when required implement the administrative support for smooth functioning of project activities.
• Serves as provincial reference point for all administrative needs or questions.
• Overview to maintain local suppliers list both for routine and emergency supplies and conduct regular market surveys and update the list.
• Supervise logistics officer by monitoring performance and ensure regular feedback to staff members is provided and document corrective actions; Complete the annual performance appraisal, regular mentoring and coaching.
• Supervise inventory database for assets and office supplies & authorize periodic inventory checks & reconciliation reports submitted on a regular basis.
• Ensure up to date & efficient filing system of office is maintained for smooth running of the operations and authorize a repository of all logistics and administrative documents and their security, including payments/invoicing etc.
• Keep proper record and provide goods/supplies status report to concerned program lead and supervisor as and when required basis

• Bachelor’s degree in Logistics/supply chain, administration and finance, International Relations Master’s degree in a relevant field is preferable
• At least 5 years of experience should be in the field of Logistics/Supply Chain in INGOs. Experience in assisting security risk management and/or security analysis will be considered as valued added
• Strong attention to detail and able to juggle multiple tasks simultaneously.
• Strong analytical skills and the ability to synthesize complex concepts and to communicate them effectively.
• Ability to work effectively work in teams as well as independently.
• Excellent writing and verbal communication skills, Capacity to plan, organize and deliver results timely.
• Ability to manage day to day interactions with contracted external service providers and analyze their performance.
• Proficiency in software applications, databases, spreadsheets including Microsoft Word and Excel
• Fluency in Urdu and other of the Pakistani languages as well as demonstrable fluency in spoken and written English

Note: Only shortlisted candidates will be contacted and note that the successful candidate selected for this position will be subject to a pre-employment background check.The position will be closed for further applications once it is successfully filled. We will be conducting interviews on a rolling basis, so we encourage interested candidates to apply at their earliest convenience. Thank you for your interest in joining our team

Jhpiego is an equal opportunity/Affirmative Action employer and does not discriminate in its selection and employment practices. Female candidates are strongly encouraged to apply. Failure to follow the instructions of applying, your application would be denied.

For further information about Jhpiego, visit our website at www.jhpiego.org