Operations Officer

Position Title:            Operations Officer

Location:                    TRF+ Main Office, Lahore

Reports to:                Team Leader

Position Purpose and Summary: 

Responsible for: (a) ensuring the efficient functioning of office by organizing and coordinating office operations and procedures, and developing and maintaining high quality office systems, with the aim of ensuring organisational effectiveness and efficiency; (b) provision of timely and appropriate information relating to staff security and adopting necessary measures for minimising security risks to staff; (c) ensuring proper and uninterrupted functioning of the office IT system; and (d) making logistical arrangements for meetings, seminars and workshops and any other official events. The incumbent will keep the support staff informed about office regulations and procedures. She/he will work closely and cooperatively with the staff in technical and finance sections in delivering on the assigned responsibilities.

Specific Responsibilities: 

1.    Staff Policies and Management

• Provide inputs for the review and updating of TRF+ operational policies and measures and help ensure they conform with the best practice and Pakistan labour laws
• Provide information on the policies and procedures to the support staff
• Assess support staff training needs, advise on the options to address these needs and organise staff training as necessary
• Assist in recruiting support staff in coordination with concerned managers
• Maintain staff leave and review records
• Prepare and maintain timesheets of all staff

2.    Information and IT

• Make arrangements for IT services to ensure that office IT systems and equipments are working efficiently at all times
• In consultation with IT service provider make proposals for any upgrades and/or additional hardware/software required and carry out approved purchases
• Trouble-shoot routine IT problems and ensure proper functioning of the network
• Ensure TRF+ branding is used consistently on office stationery and other materials, as appropriate

3.    Office Administration

• Oversee the establishment of TRF+ offices as needed, including negotiating terms for premises, purchase of equipment and recruiting support staff
• Ensure the Lahore office is running smoothly and is well maintained at all times to include: office environment, utilities, infrastructure maintenance, stock of supplies (stationery, water and refreshments), office equipment, generator, communications, etc.
• Ensure that Inventory List is up to date at all times
• Ensure vehicles are in good order and that their use is safe

• Maintain a system for vehicles allocation for official duties
• Maintain up-to-date insurance for vehicles
• Ensure that vehicle log books are properly kept and are updated daily
• Ensure all visitors to the office are given due protocol
• Ensure that all files relating to Administration section are properly kept, and that a chronological file of all outgoing correspondence is maintained
• Make arrangements with reputable travel agencies for prompt and efficient response to TRF+ travel needs

4.    Support to Technical Team

• Make logistical arrangements for technical seminars, workshops, meetings and other such events in coordination with the concerned team member
• Make travel and lodging arrangements for consultants, TRF+ team and other visiting officials

5.    Security

• Assist the Security Manager and Team Leader with matters pertaining to security as required
• Regularly review the security arrangements enforced for the office and propose any additional measures deemed necessary
• Maintain staff contact details for emergency communication purposes
• Manage and coordinate the guards for the Lahore Office
• Maintain a log of staff whereabouts for security purposes

6.    Other

• Coordinate with the Finance section over developing office budgets and for monitoring of expenditure relating to the concerned budget lines
• Undertake other related activities as assigned by Team Leader

Note: This job description reflects the present requirements of the post. As duties and responsibilities change and develop the job description will be reviewed and be subject to amendment in consultation with the post holder.

Person Specification:

Qualifications: Master’s degree, from a university recognised by the Higher Education Commission of Pakistan, in business administration, human resources or any other relevant discipline with relevant training in IT.

Experience: At least five years experience in a responsible role dealing with the key aspects of staff management and training, office administration, IT trouble shooting and W(LAN) management and office security, preferably in an international organisation or project. Experience of managing databases will be an advantage.

Skills: Excellent, proven interpersonal and communication skills in dealing with individuals with diverse educational and cultural backgrounds; good computer skills in the use of MS Office, in particular Excel and WORD; and ability to communicate well in English (oral and written).