Operations officer

Lumos Moldova is hiring an Operation officer

Purpose of Job

The Operations officer’s role is to provide administrative logistic and operational support in implementing the Country Programme’s activities, organise the purchases of different types of resources from different sources, logistical support for their distribution.

Main Responsibilities

Performing secretarial activities:

• Receives and forwards the organisation's correspondence by post, fax, telephone or e-mail;
• Keeps track of the organisation's correspondence with national and international institutions, natural and legal persons, etc.;
• Records entry and exit documents in special registers;
• Organizes the workflow and ensures the document flow within the organization, in accordance with the established rules;
• Ensures the keeping of documents (internal and external) in the original, chronologically organised by field of activity, etc.;
• Organizes logistically the team meetings (announces the team members, prepares the meeting room, etc.);
• Writes/drafts minutes of meetings within the Lumos Moldova Programme;
• Writes/drafts decision orders;
• Ensures that information is communicated within the organisation.

Organising the endowment and functionality of the office:

• Keeps track of technical equipment, furniture and other assets of the organisation;
• Ensures the proper functioning of the equipment;
• Facilitates the qualitative provision of services: IT, telecommunication, internet, mobile telephony, office rental, water, heating and electricity, building security, etc.;
• Addresses employees’ queries regarding office management issues (e.g. stationery, hardware and travel arrangements);
• Ensures the proper functioning of the office (placing orders for office supplies, water and food, communicates with service providers, etc.);
• Ensures that the office is equipped with the necessary materials, products, supplies and consumables, arranging their procurement and distribution within the office;

Providing operational support in the implementation of Lumos Moldova programmatic activities:

• Arranges logistically the organisation of meetings, sessions, trainings, roundtables, conferences, and other events:
• coordinates the needs with the Managers;
• identifies and books the equipment, venue, hotel, etc.;
• ensures the identification and contracting of interpreters/translators and outsource translation;
• ensures the multiplication of materials and preparation of folders;
• ensures the equipment and operation of the equipment;
• procures the necessary materials and products;
• ensures the transportation of participants and payment of transportation, etc.
• Assists Lumos employees on the IT primary needs and/or liaises with the local IT assistant or with the IT team from the LUMOS UK Office for troubleshooting;
• Arranges the distribution/delivery of publications/food and hygiene kits to partners/beneficiaries of the organisation;
• Prepares, registers and issues certificates for (online) trainings delivered by Lumos team.

Organising procurement procedures:

• Assist Lumos Procurement Committee in the procurement procedures;
• Perform all procurement and contracting activities including pre-qualification, tender management, negotiation and preparation of contracts and other relevant procurement documentation.
• Preparing/collecting the pack of the documents/information for due diligence
• Preparing the agreements with suppliers
• Preparing the agreements with consultants
• Provides to the Accountant the invoices related to the activities and supports for checking, collection of the coding and approvals.

Performing other activities:

• Provide logistical support for distribution of emergency packs in Moldova
• Contributes to the improvement and standardization of internal procedures and documents used within the Lumos Moldova Programme;
• Documents organised events and stores information for the project’s archives;
• Ensures the employees’ safety and security at the workplace and acts as the Country Security Focal Point;
• Ensures the annual training for all employees regarding safety and security and keeps all the documentation up to date;
• Facilitates the organisation of trips in the country and abroad (transport, hotel, visa, medical insurance, other necessary documents);
• Supports the employees to comply with the Lumos and relevant local policies and procedures, including support with partner due diligence;
• Performs other activities to accomplish the goals and mission of the Lumos Moldova Programme.

Person Specification

Essential

       Knowledge/Skills:

• Ability to work effectively in a team-oriented environment.
• Ability to adapt flexibly to changing demands.
• Attention to detail, accuracy, and timeliness in performing assigned responsibilities with minimal supervision.
• Strong problem-solving skills.
• Proactive, results-oriented, and service-oriented.
• Strong analytical, communication and negotiation skills.
• Advanced computer skills (MS Excel, MS Word, PowerPoint, Outlook, etc.).
• Strong command of spoken and written Romanian, Russian and English.

       Experience:

• Higher education in public administration, economics or other relevant fields.
• Minimum 3 years of experience in a similar position.
• Experience in document management and organisation of office operations, and/or in coordinating travel arrangements and in providing logistical support to consultants, staff, and project partners.
• Experience of working in an international environment.

Desirable

• Experience in and understanding of procurement procedures.
• Knowledge of or work experience in international development, social work, child health, education, law or children’s rights.
• Experience of working with state institutions and international NGOs.

Values

Act in accordance with Lumos’s values:

• Collaboration
• Excellence
• Respect
• Care
• Passionate

Safeguarding Statements

Lumos recognises that the rights of safety and security are aligned with its core mission of ending institutionalisation.  Effective and robust safeguarding sit at the heart of our mission and values, and accordingly, Lumos is committed to ensuring the safety and protection of children and vulnerable adults in all its work.  We expect all staff, associates, and volunteers to share this commitment.  Lumos will carefully screen all applicants and any offers of employment are subject to appropriate employment and background checks, as well as suitable references from previous employers.

Lumos is committed to ensuring the safety and protection of children and adults at risk in all our work. All staff and associates must:

• Carry out all duties with an awareness and understanding of the Safeguarding requirements within the area of responsibility.
• Ensure work complies with all safeguarding policies and procedures that apply to the role; and
• Ensure the that their behaviours and actions support the safeguarding of children, young people and adults at risk as appropriate.

PSEA Statements

Lumos takes an approach of zero tolerance towards all forms of bullying, harassment, sexual exploitation and abuse or any other form of maltreatment, whether towards children, adults at risk, colleagues or anyone else.

The conduct expectations for staff, associates, partners and contractors set out in Lumos policies, including on PSEA, applies at all times, both during and outside working hours, as outlined in Lumos Code of Conduct. This policy should be shared alongside Lumos wider safeguarding policy to ensure a thorough understanding and shared commitment to inclusive and respectful environments that prevent SEA as well as other forms of harm and abuse.

EDI Statement

Lumos is wholly committed to equality, diversity and inclusion, and against all forms of discrimination.

We are committed to creating and sustaining a positive working environment that encourages, supports and gives a voice to all, so that we can best support the children we serve.  We must ensure that all staff are equally valued, included, empowered and respected across the organisation and in everything we do.

Lumos is fundamentally built on diverse, multi-national and multi-cultural teams. This is something we cherish as a key strength and an integral part of our identity. Our organisation values and celebrates the diversity, culture and experience of each member of staff, provides equality of care and support to everyone.

We pledge to listen carefully, to educate ourselves continually, to promote open dialogue, and to seek out and deal with discrimination and prejudice wherever it occurs in Lumos.

Interested candidates are welcome to apply by sending their CV with Cover letters to the email office.moldova@wearelumos.org  mentioning in the subject line the title of the position “Operation officer”. Deadline: 20 May 2024