Job Overview: This role aims to ensure that operations and supply chain policies and procedures are appropriately aligned with the organization’s operational context. It will also be responsible for training local staff, consultants, and partners to facilitate the effective implementation of Operations and/or Supply Chain processes.
The Operations Assistant, under the supervision of the Field Manager, will manage purchase requests, verify bids, and track office-related deliveries. In addition, they will contribute to strengthening partners’ capabilities in managing their daily operations, promoting the continuous improvement of their policies and the adoption of best practices.
All functions performed in support of the CIR-Venezuela program must be carried out with the highest level of discretion, strictly respecting security protocols to protect personnel, partner organizations, and beneficiaries.
Main responsibilities:
Supply Chain and Logistics
- Execute the procurement processes according to the threshold and purchase method from the request for quotation to the receipt of goods and services, including sending to the financial area for the payment request.
- Prepare the market evaluation of suppliers, divided by acquisition categories required by the programmatic and/or operations team (HR, ALLIANCES, FINANCE, SUPPLY CHAIN, SECURITY).
- Request the creation of a Vendor.
- Manage the requisition in INTEGRA at the national level.
- Ensure that all documents related to the Supply Chain (electronic and printed copies) are properly filed, organized, and up-to-date.
- Track deliveries, either with suppliers or with CIR/VE staff.
- Update applicants on the status of their purchase request.
- Develop, adapt or build effective, functional and lower risk procedures.
- Any other role-related function assigned by the supervisor to achieve the role’s objectives.
Administrative Responsibilities:
- Manage contracts with service or product providers.
- Manage the logistics and administration of programmatic and/or operational events.
- Responsible for all document management and CIR/VE archive.
- Management of the Guest House and CIR/VE offices in Maracaibo related to: General Services, maintenance, repairs and furniture.
- Management and control of the inventory of assets-properties and non-stock in Zulia and Falcon.
- Purchase management, monthly report and completion of the Dynad form for the purchase of airline tickets and accommodation.
- Facilitate the necessary mechanisms for the request from the transportation service programs and operations team.
- Properly file and organize all physical and digital documentation related to the supply chain.
- Support the Operations area.
Support for Partners and Internal Teams:
- Conduct knowledge transfer, support plans, and supply chain partnership performance management between CIR-VE and its partners.
- Track acquisitions.
- Provide additional technical assistance to the program team and all partner organizations within Venezuela as needed to maintain a high level of accountability in procurement.
- Ensure adequate control of the management of acquisitions of goods and services, inventories in accordance with the policies and procedures of the CIR-VE.
Interdepartmental Coordination:
- Collaborate with finance, administration, and programs to support the achievement of objectives, integrate internal controls, ensure timely payments to suppliers, and maintain complete and auditable documentation.
Tools and Procedures:
- Execute all acquisition processes using the ERP system designated by CIR-VE.
- Identify, document and communicate deviations from the acquisition process according to the established mechanisms.
- Develop, adapt or implement effective and low-risk operating procedures.
Other Functions:
- Perform any other tasks assigned by the supervisor to achieve the objectives of the role.
Deliverables:
- Reports or list of tickets closed for technical support at the national level.
- Training plan and its implementation, for the staff at the national level, updated every 3 months, focused on: Fleet SOPs, Travel Policies (flight request), event management, warehouse entries, exits and/or re-entries and any topic of interest to the operations area.
- Updated documentation of the inventory of assets, properties and non-stock items.
- Consolidated monthly contract status.
- Monthly market research and supplier list.
- Report on the use and consumption of dimensional office supplies.
- Report on the use, cost efficiency of GH, purchase of tickets and transport services by suppliers and/or internal fleet, on a quarterly basis.
- Document management of processes updated monthly, according to the instructions given by the organization.
Job requirements:
Education:
- Bachelor’s degree in Logistics, Business Administration, Industrial Engineering or related fields.
Preferred Experience and Skills:
- 2 years of specific experience in purchasing, logistics or supply chain tasks.
- Excellent organizational skills; ability to interact effectively with international and national staff.
- Basic knowledge of spoken and written English.
- Solid computer skills in MS Excel and MS Word programs.
- A deep understanding of ethics/procurement procedures and donor compliance is essential.
- Have a proven ability to multitask and process information in action so as not to delay program activities.
- Be passionate about humanitarian work and have a positive mindset with a “can-do and teamwork” attitude.
- Being reliable and flexible, self-taught, and working well under pressure and with time constraints.
- Be available to travel to other cities nationwide independently when requested.
Work environment ***:***
- Standard office work environment
- Some domestic travel as needed
Standards of professional conduct
Employees and the organization must adhere to the values ​​and principles outlined in the IRC Way—Standards for Professional Conduct. In accordance with these values, the organization operates and implements policies on beneficiary protection from exploitation and abuse, child protection, workplace harassment, fiscal integrity, and anti-retaliation.
Gender equality : Our organization is committed to reducing the gender gap in leadership positions. We offer benefits that provide an enabling environment for women to participate in our workforce, including parental leave, gender-sensitive safety protocols, and other supportive benefits and allowances.
Equal Opportunity Employer : We are an equal opportunity employer. We consider all applicants on the basis of merit without regard to race, sex, color, national origin, religion, sexual orientation, age, marital status, veteran status, disability, or any other characteristic protected by applicable law.