Operations Assistant - Menbij - National position

Context: Relief International (RI) is an international non-profit organization that partners with communities impacted by conflict, climate change and disaster to save lives, build greater resilience and promote long-term health and wellbeing.

Job Profile: The Operations Assistant is responsible for providing day-to-day administrative and operational support to ensure the smooth functioning of office and guesthouse (GH) facilities. The role focuses on office and premises management, including maintenance, cleanliness, and effective oversight of support services such as cleaning staff. The Operations Assistant supports the Operations Officer in procurement and fleet-related activities.

Key Responsibilities:

Accountability and Complexity:

• Maintain and regularly update office and kitchen supplies trackers, ensuring timely replenishment and availability of all essential items.
• Ensure the office and guesthouse are maintained in excellent condition, including cleanliness, functionality, and adherence to safety standards.
• Support coordination with Finance for timely vendor payments and follow-up on pending transactions.
• Provide day-to-day operational and administrative support to ensure smooth and efficient office functioning.
• Follow up on premises-related issues, including repairs, utilities, and service providers.
• Supervise and guide cleaning staff to ensure proper hygiene standards in office and GH.

Fleet Management:

• Assist in preparing and following up on office and program movement plans.
• Collect drivers’ log sheets on a weekly basis and support in tracking attendance and overtime.
• Assist in monitoring vehicle condition and ensure compliance with RI standards through regular checks.
• Other duties as assigned.

Procurement:

• Support daily procurement activities, including collecting RFQs and preparing necessary documentation.
• Maintain and regularly update procurement trackers.
• Assist in the preparation of Purchase Orders (POs) and contracts, ensuring completeness and accuracy.
• Other duties as assigned.

Behavior and Conduct:

• Will ensure the highest standards of behavior inside and outside of work promotes the values in RI’s code of conduct and safeguarding policies.
• Will be a model for ethical conduct standards for other team members.
• Will ensure own actions and the actions of the team's members they manage do not impact the safety of the RI team and the vulnerable communities we serve.
• Will ensure external stakeholders are aware of RI conduct and reporting mechanisms.
• Report any concerns.

Safeguarding:

• Uphold and promote RI’s commitment to ensuring the safeguarding and safety of the vulnerable communities we serve.
• Consistent with RI’s safeguarding and protection policies, ensure all people who come into contact with Relief International are as safe as possible.

Person Specification:

Essential criteria:

• Bachelor’s degree in Business Administration or other relevant field, or equivalent in professional experience.
• Minimum 1-2 years of experience in similar roles, preferably including NGO experience.
• Hard-working, proactive and self-motivated; able to work independently on defined tasks.
• Good computer skills (Excel, Word, Microsoft operating system).
• Willingness to travel extensively to field locations.
• Fluent Arabic language skills, and at least basic English.
• Excellent communication skills and a team player.