Job Description

Post Title: Operations Assistant
Number of Vacancies: 1
Based in: Aden
Reports to: Operations Manager

Organizational Background:

JSI is a global nonprofit organization dedicated to improving the health of individuals and communities throughout the world. Founded in 1978, JSI collaborates with government agencies, the private sector, and local nonprofit and civil society organizations to identify and implement solutions to the most pressing public health and education challenges.

In Yemen, JSI has been managing public health programs since 1988, focusing on improving child health and routine immunization, strengthening the supply chain, and improving reproductive, maternal, and newborn health.

Project Overview

The Strengthening Healthcare Access in Yemen (SHAY) project is a five-year USAID-funded initiative aimed at enhancing access to and equitable utilization of evidence-based maternal, newborn, and child health; nutrition; family planning; and reproductive health (MNCHN/FP/RH) services in Yemen. Led by JSI, the project collaborates with partners to employ a community-led strategy encompassing demand generation, supply-side reinforcement, and enabling environment support. Through engagement with midwives, community reproductive health volunteers, and community structures, the project will create awareness, facilitate access, and enhance care quality. 

Position Description:

The Operations Assistant position for The Strengthening Healthcare Access in Yemen (SHAY) will be responsible for and not limited to the following tasks: 

Key Responsibilities:

Warehouse

• Ensures that all incoming and outgoing stocks are managed according to donor and JSI procedures and policies.
• Assess the warehouse needs, performance, capabilities and suggest improvements where required in consultation with the Operations Manager.  
• Ensure well reception, dispatching, onloading and offloading of any incoming and outcoming stock.
• Match purchase orders and invoices to the stock received and do a physical count for stock when receiving or dispatching. 
• Ensure receiving the fully approved stock release form before the dispatching process.
• Ensure updating the warehousing inventory report and share with the operations manager on weekly/monthly basis.
• Maintain the warehousing GRNs, waybills, Stock Release Forms, Bin Cards and Stock cards and etc…
• Coordinate and follow up with the program team to distribute the stock regularly.
• Monitor the stock and send regular reports and alerts for near expiry stock.
• Perform regular stock count and report any discrepancies/damaged stock to the operations manager.
• Ensure that the warehouse is kept always clean and well organized. 
• Ensure up-to-date and accurate filing and archiving of the warehousing records for easy access and retrieval both electronically and manually as may be required for audit trail.
• Liaise with the program to ensure smooth receipt and dispatch of the stock.
• Perform any other task as assigned by the supervisor.

Generators & Fuel Management

• Ensure that all the generators in JSI office and Guest House are working very well and kept in a good condition.
• Track the generators fuel consumption and report on any issues immediately.
• Ensure tracking and monitoring the generators rental service provider for the regular maintenance for the rented generators.
• Well soft and hard archiving and filing for the generators and fuel reports and documents.
• Ensure sharing weekly and monthly reports on timely basis with the operations manager.
• Perform any other task as assigned by the supervisor.

Facilities Maintenance

• Perform and follow up the general maintenance in JSI office, guest house and warehouse. 
• Ensure regular inspection for JSI office, GH and warehouse maintenance requirements.
• Perform basic electrical and plumbing maintenance timely.
• Develop BOQ/s and issue a PR for any required items for JSI premises maintenance. 
• Change, repair or install the necessary minor electric or plumbing appliances.
• Report regularly in case of any maintenance issue in the office, guest house and the WH.
• Ensure supervising the contractors when maintenance works are performed.
• Ensure all maintenance reports are well tracked, reported and well archived.
• Perform any other task as assigned by the supervisor.

Qualifications and Requirements:

• BA degree in electrical engineering is required.
• At least 1-2 years’ experience in similar role.
• Proactive and result-oriented with a strong ability to coordinate between different teams and individuals.
• Experience working for an NGO is preferred.
• Ability to multi-task with a high level of accuracy and attention to detail.
• Excellent written and verbal English skills.
• Strong communication and interpersonal skills.
• Ability to deal appropriately with sensitive issues and maintain a high level of confidentiality at all times.
• Proficiency in Microsoft Suite preferred.
• Willingness to travel to the field on occasion.

NOTE:

Written test/interviews will be conducted on rolling basis and may be closed before the closing deadline.

JSI/WEI is a child-safe organization, and the safety and well-being of children is a priority of our organization. We have robust recruitment procedures to ensure that all staff are suited to work with the children served by our programs.

JSI/WEI is an Equal Opportunity, Affirmative Action Employer committed to workplace diversity. We are committed to providing equal employment opportunities for all qualified applicants and employees without regard to age, race, color, national origin, ancestry, creed, religion, gender, disability, marital status, sexual orientation, sexual preference, genetic information, political affiliation, or protected veteran status in any employment decisions. M/F/V/D