Back Operations Officer, USAID End Tuberculosis in Tajikistan Activity

JOB TITLE: Operations Officer, USAID End Tuberculosis in Tajikistan Activity

SUPERVISOR: Finance and Operations Manager, USAID End Tuberculosis in Tajikistan Activity

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PROJECT BACKGROUND

USAID End Tuberculosis in Tajikistan Activity is a five-year project funded by the U.S. Agency for International Development (USAID). USAID End Tuberculosis in Tajikistan Activity aims to reduce the burden of TB in the Republic of Tajikistan. The project activity results are focuses on improving case detection and notification for all forms of TB, increasing the number of patients cured of all forms of TB, strengthening TB prevention by expanded preventive treatment and improved infection prevention and control (IPC) interventions, and strengthening TB system resilience/reliance in public health emergency.

POSITION SUMMARY

Under the supervision of the Finance and Operations Manager, the Operations Officer will be responsible for the logistics, warehouse management, inventory of goods & commodities, leading security as Security Focal Point and other operations and administrative functions of the office of the USAID End Tuberculosis in Tajikistan Activity. S/he will also assist in maintaining documentation and reporting on goods & commodities flow in warehouse, inventory management, logistics support and ensuring security requirements in the office.

Key Responsibilities

Administration

• Provide support to and coordinating project administrative activities within FHI 360, USAID and other donor guidelines and regulations.
• Serve as point of contact for logistical and administrative needs.
• Coordinating all administrative support services for the office.
• Coordinate logistical organization of workshops/seminars/conferences and trainings for partners and clients.
• Coordinate all travel details/logistics for staff, consultants and other visitors including booking hotel accommodations and arranging for airport and hotel pick-ups.
• Coordinate all records and storage of supplies for assigned offices.
• Manage for the check and ensure monthly stationery and the office supply needs and stock.
• Sign out equipment to be used outside of the office on a first-come-first-serve basis on a written request. Records a request and kept in a logbook.
• Ensure recording of all visitors entering the FHI 360 office in the visitors’ logbook, notifying their host(s), who in turn will escort the visitor(s) to the appropriate destination.
• Support the respective staff on preparation and processing of the Authorization for Domestic Travels as well as Expense Authorization Form.
• Maintains an inventory of all FHI 360 office property.
• Coordinate ordering the taxi, including ensuring that the company is aware of the scheduled meetings.
• Ensure the switch off the electric devices at the work end.
• Perform duties on visa support with MoFA of RT.
• Coordinate work of cleaner and driver(s) and implementation of sanitary rules in the office;
• Perform other functions related to the administration as assigned by Finance and Operations Manager.

  Warehouse

  • Ensure the warehouse is ready for storage of goods & commodities in accordance with the Republic of Tajikistan and international sanitary rules and regulations and FHI 360’s requirements;
  • Receive, stock, release, dispose, and make other warehouse operations in compliance with FHI 360’s policies and procedures;
  • Strict coordination of the warehouse operations with FHI 360’s authorized program staff and finance team;
  • Ensure good sanitary condition of the warehouse;
  • Execute all warehouse required paperwork and document turnover in compliance with FHI 360’s policies and procedures;
  • Ensure accurate record keeping for the warehouse;
  • Perform monthly inventory of goods & commodities and submit reports to Finance and Operations manager;
  • Perform other functions related to the warehousing as assigned by Finance and Operations Manager.

    Security Focal Point responsibilities

    • Drafting and updating annual security and emergence actions plans of FHI 360 office;
    • Regular Informing personnel about weather, disasters, and other security related alerts;
    • Fill required records on personnel and security data base;
    • Perform other tasks as assigned by the Senior Security Focal Point.

      Minimum Requirements

      • Bachelor’s degree or its international equivalent in Business Administration, Operations, Logistic or another relevant field;
      • Minimum five (05) years of experience in office administration, operations and warehouse management;
      • Ability to manage the work of product loaders;
      • Knowledge of sanitary rules, security and safety regulations requirements for warehouses and storage of goods & commodities;
      • Experience in maintaining office paperwork, documentation and reporting on the flow of goods & commodities in warehouse; ability to work with spreadsheets;
      • Computer skills at the level of an experienced user (MC Word, Excel, Outlook);
        • Must exhibit high levels of professionalism, integrity and ethical values at all times;
        • Able to manage tight deadlines and deliver high volumes of work with minimal supervision;
        • Excellent written and oral communication skills;
        • Fluency in English and Tajik is required;
        • Position open to Tajik nationals or individuals who have the legal authority to work in Tajikistan.

          Travel Requirements:

          • 5-10% within Tajikistan

            This job description summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.

            This job posting summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.

            FHI 360 is an equal opportunity and affirmative action employer whereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, physical or mental disability, protected Veteran status, or any other characteristic protected under applicable law.

            FHI 360 will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws.
            
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