Key responsibilities include:

Under the direction and supervision of the Head of Operations, the Operations Assistant will support a range of administrative, operational, logistical and financial tasks to assist the effective functioning of the team. Responsibilities include:

Administrative, operational and logistical support

• Support program logistics under direction, including booking travel, securing event venues, arranging visas, transport and accommodation, and supporting mobilisation/demobilisation activities.
• Ensure all pre-deployment documents and briefings are completed, collected, and filed on SharePoint in a timely and accurate manner.
• Assist with administrative tasks related to procurement and contracting processes, including documentation and filing.
• Support the onboarding process for new personnel by preparing induction materials and assisting with access and logistics.  
• Arrange internal and external meetings as directed, and provide administrative support such as preparing agendas, taking minutes, tracking action items, and distributing meeting documentation.
• Provide administrative support to emergency response teams, as requested.
• Maintain accurate and up-to-date records, registers, and filing systems, in accordance with established procedures.
• Monitor team inboxes, flagging and forwarding correspondence for follow-up and action, as required.
• Contribute feedback on administrative and operational tools and processes to support continuous improvement, and assist in drafting standard operating procedures, guidance notes and templates, under supervision.
• Provide administrative support in relation to health, safety and security processes, including recording and escalating submitted incident reports as instructed.
• Support personnel with basic IT troubleshooting and log technical issues with ICT teams or external service providers as needed.
• Communicate website content updates by preparing information, as directed.
• Undertake basic research tasks, as assigned.
• Perform other administrative duties as reasonably directed by the Head of Operations.

Support efficient finance administration processes and systems

• Assist personnel in completing administrative requirements for timesheets, per diem advances, and travel acquittals, and act as a point of contact for timesheet and payment tracking.
• Support the procurement of office supplies and other minor assets by preparing purchase requests and maintaining the Asset Register, including inventory control and basic stock checks.
• Carry out finance-related administrative tasks such as checking invoices, coding expenses, obtaining approvals, following up on documentation, and filing finance records in line with month-end timelines.
• Assist in preparing monthly debit card forecasts and reconciling transactions at month end.
• Perform other finance and administration support tasks as required.

Contribute to a positive and high achieving organisational culture and contribute to teamwork

• Contribute to an open organisation and sharing knowledge and ideas to ensure continuous improvement in administration and logistics.
• Build constructive and effective relationships with program partners, team members and consultants.
• Engage in forums for effective communication and knowledge sharing.
• Always display professional behaviours.
• Actively promote and enact the Development Pathways values and culture.

To view the full job description and learn how to apply, please follow this link: Operations Assistant - P4SP