1. الرئيسية
  2. الوظائف
  3. Operations Assistant
Operations Assistant

Job Description

Polish Humanitarian Action (PAH) is looking for an Operations Assistant (national position):

Position: Operations Assistant
Location: Marib, Yemen with possible travels inside Yemen 
Contract details: Regular / Full-time.
Duration: A full-time position with a probationary period of 3 months
Starting date: ASAP

About PAH 

Polish Humanitarian Action (PAH) is a non-governmental organization. For 25 years, we have been providing relief in emergencies worldwide. We also run missions in several countries in crisis. Our interventions – of both humanitarian and development character – have been carried out in 48 countries so far. We concentrate on ensuring sustainable and stable development of regions suffering the consequences of war and/or natural disasters. We possess long-standing expertise in Water, Sanitation and Hygiene (WASH), but also implement projects in Food Security and Livelihoods (FSL), psychosocial support (PSS), as well as Primary Health, Nutrition and Education. For more information, please refer to www.pah.org.pl.

About PAH Yemen Mission 

PAH Yemen Mission has been officially established in July 2019 and currently provides humanitarian assistance in WASH, Health, Education in Emergencies, CCCM and Protection for most vulnerable communities affected by conflict in Ad Dhale, Abyan, Marib and Aden governorates.

Position reports to: Senior Field Office Focal Point. 

Responsibilities:

1.    Cash Management:

  • Register cash transactions with supporting documents in cash register and update them on daily basis.
  • Register cash transactions with supporting documents in the relevant BMT, printing PV and collecting the necessary signatures.
  • Verify invoices/receipts related to cash payments.
  • Produce a monthly cash report and prepare monthly cash count on the last working day of each month and maintain electronic storage of cash register and cash count protocol with two signatures. 

2.    Advance Tracker:

  • Register advances in Advance Tracker on daily basis as the cash is issued to employees, follow up outstanding advances more than 30 days and make notification for those who are required to settle their advances quickly.
  • Record settlements in Advance Tracker and issue Cash in and Cash out documents for the staff and ensure Cash in & Cash out documents to be signed by at least payee and receiver.

3.    Financial Management:

  • Verifying invoices and supporting documents related to bank payments to process payments on time. 
  • Proper coordination with the finance team in Aden country office to ensure the timely processing of payments.

4.    Logistics and Procurement Management:

  • Support to all logistics operation related to program activities including but not limited to: procurement, transport, distribution, management of vehicles and assets, etc.
  • Assisting in procurement and tender processes including collecting quotations, following up with suppliers for any needed information/documents, sample reviewing, distribution of items to beneficiaries and partners, etc.
  • Making sure to update the procurement tracker on daily basis.
  • Controlling the office assets including their physical verification and proper transfers to the assigned personnel.
  • Managing all vehicles at PAH office in Marib including day-to-day movement plan.
  • Ensuring that the logistics documentation is complete and in line with PAH internal regulations, with particular attention to procurement and tender documentation as well as assets management documentation.

5.    Proper Filling System - Hard Copies and Electronic Google Driver Storage:

  • Scan and copy all documents, arrange and keep a proper filling system in electronic Google Drive as per the instructions. Ensure all documents are signed before copying and scanning them and replace their older versions with new versions if changed.

6.    Other main duties: 

  • Ensuring that all PAH financial and procurement regulations are fully respected and followed in all mission processes.
  • Overseeing financial and procurement matters with contractors and stakeholders.
  • Any other duties as requested by direct supervisor(s).

Requirements:

Education:

  • Degree in Accounting/ Business administration or related field preferred.
  • Preferably, Bachelor's degree supported with sufficient work experience

Work Experience: 

  • Minimum 1-2 year (s) experience in relevant position.
  • Minimum 1-2 year(s) experience working with INGO.

Languages: 

  • Very good command of English and Arabic.

Knowledge and skills:

  • Strong command of Excel and other MS Office applications
  • Integrity
  • Great attention to details
  • Strong organisational skills
  • Ability to work independently
  • Excellent interpersonal skills
  • Ability to work with data and present information in clear manner
  • Pro-active and problem solving
  • Results-oriented
  • Excellent time management skills and the ability to prioritize work.

How to Apply

Please submit your application form here including a short CV (max.2 pages) and a cover letter in English, no later than 25 April 2025.

Application Review on a Rolling Basis: Due to the urgency of this recruitment, we encourage interested candidates to submit their applications as soon as possible. Our recruitment team will be reviewing applications on an ongoing basis. While the official application deadline is 25 April 2025, we will be considering and processing suitable applications as they are received.

Please note that only short-listed candidates will be contacted for an interview. We reserve the right to close the recruitment process before the application end date if the ideal candidate was found.