World Vision International

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Operations Assistant

Job Description

Position Title: Operations Assistant

PURPOSE OF POSITION:

To provide a wide range of administrative support services to the Operations team. To maintain efficient administration systems and procedures, with particular emphasis on filing and tracking of documentation.

Major Responsibilities:

Leadership

  • Provide administrative and secretarial support to the Operations Department.

  • Develop, set up, and document office secretarial systems related to: filing of documents, records management, communications (telephone, fax, and correspondence), supplies management, and basic office services for the operations department.

  • Receive, screen, and process mail, fax, and other incoming and outgoing communications: ensuring that confidential matters are handled properly.

  • Assist the operations department managers in preparing documentation, orders, letters, etc.

  • Provide verbal and written translation services clients as needed.

  • Ensure all documentation is appropriately field according to WV standards.

  • Ensure that stationary are ordered on a timely basis and are available at all times.

  • Ensure that office supplies are ordered and available always.

  • Ensure that printer cartridges, fax rolls/ cartridges and photocopier toners are available always in cooperation with the IT assistant.

  • Liaise with the procurement department to track and follow up on procurement requirements for the operations department.

  • Perform any other relevant duties as required by the operations manager or his designate.

Education:Diploma in business administration or any related field

Experience:2 to 4 years experience in related field

Knowledge & Skills:

  • Analytical and problem-solving orientation, good interpersonal skills

  • Detail orientation skills

  • Culture sensitive

  • Prioritization and time management

  • Demonstration of courage in the face of challenges

  • Commitment to learning for transformation

  • Ability to maintain balance and effectiveness

  • Must have computer aptitude and word processing skills

  • Effective in written and oral communication in Arabic and English languages

  • Full understanding of the vision, mission, and core values of WVI

Core Capabilities:  Achieving quality results and service  Practicing accountability and integrity  Communicating information effectively  Thinking clearly, deeply and broadly  Understanding the Humanitarian industry  Understanding WV’s mission & operations  Practicing continuous innovation & creativity  Learning for growth and development  Maintaining work/life balance  Building collaborative relationships  Practicing gender & cultural diversity  Influencing individuals & groups