Operations Specialist (ARO) at International Vaccine Institute: (Deadline Ongoing)

Operations Specialist (ARO) at International Vaccine Institute: (Deadline Ongoing)

Job Description

This job is responsible for providing administrative management support to the Africa Regional Office (IARO) team and contribute to IVI’s administrative processes and activities to ensure efficient and compliant operation of the business. The role is broad with a variety of tasks, covering everything from administrative tasks to solving other daily needs within the staff and business. The operations specialist has a significant role in building up the administrative process of the African office.

Key Roles & Responsibilities

1. Responsible for operational activities in IARO

• Managing day-to-day operations.
• Provide administrative operational support and guidance to staff, including onboarding of new staff to IVI SOPs and processes.
• Support developing operating and capital budgets and monitor expenses according to the allotted budget.
• Maintain accurate and clear documentation for operational procedures and activities.
• Ensure legal and regulatory documents comply with local laws and regulations, are reported to the appropriate management level as needed and properly filed.
• Maintains archiving of all relevant documents and communication related to Finance, Procurement & Travel, Human Resources, and IT departments activities and any other relevant IARO activities as requested by the Regional Director IARO.
• Build alliances and partnerships with back-office functions in IVI Headquarters to achieve optimal operations (Finance, Procurement & Travel, Human Resources, IT).
• Raise and track issues and conflicts, remove barriers, resolve issues of medium complexity involving stakeholders and escalate to appropriate level when required.
• Supports back-office and institutional-wide training programs, reinforcing operations infrastructure between teams to ensure consistency and quality standards are met.

2. Contribute to operational improvement

• Support the implementation of new processes and procedures.
• Support maintaining, developing, updating and archiving standard operating procedures for all business operational activities.
• Provide recommendations and suggestions for improvements in any aspects relating to institutional policies and procedures to ensure compliance with local laws and regulations as needed
• Optimizing operational processes and procedures for maximum efficiency while maintaining quality standards.

3. Act as an operational focal point for IARO

• Representative of the operational project/activities for Finance, HR, Procurement & Travel, and IT in the IARO.
• Local Monitoring and management of the outsourcing of Finance & Operations Unit activities in Kigali as decided by the heads of the relevant administrative functions located in IVI Headquarters
• Provide logistic/administrative support in arranging meetings, conferences, workshops etc. in IARO as requested.
• Internal Control contact person in IARO

4. Any other tasks assigned

Job Requirements and Qualifications

1. Education Requirements

• Bachelor’s degree or equivalent. Finance, accounting training is a plus.

2. Related Field Work Experience

• 5+ years’ experience with at least 3 years in an administrative position in an international setting with experience in process improvement and SOP development.

3. Technical and Professional Skills / Knowledge

• Ability to manage multiple deliverables in parallel and to prioritize.
• Ability to take on tasks and duties without immediate direction.
• Good organizational, data management and documentation skills

4. Key Competency

• Communication
• Teamwork
• Client Orientation
• Analytical skills