Project Operations Officer - Assiut

CHILD SAFEGUARDING:

Level 3: the post holder will have contact with children and/or young people either frequently (e.g. once a week or more) or intensively (e.g. four days in one month or more or overnight) because they work country programs; or are visiting country programs; or because they are responsible for implementing the police checking/vetting process staff.

ROLE PURPOSE:

The Operations Officer enables the day‑to‑day operational delivery of Roots for Growth, a multi‑year Results‑Based Financing (RBF) livelihoods program in Upper Egypt. The role leads procurement, logistics, asset/inventory control, event operations, travel, and payment support (including seed grants/micro‑loans), ensuring activities are compliant, auditable, value‑for‑money, and aligned with payment‑linked results. The post holder works closely with Supply Chain, Finance, MEAL, and partners (incubator, CBOs, private sector) and provides operational evidence for verification and adaptive management.

In the event of a major humanitarian emergency, the role holder will be expected to work outside the normal role profile and be able to vary working hours accordingly.

SCOPE OF ROLE:

Reports to: Roots for Growth Project Manager

Staff reporting to this post: None

The position is based in Assiut Governorate.

Budget Responsibilities: No

KEY AREAS OF ACCOUNTABILITY :

1. Operations Planning and Implementation

• Work with the Project Manager to develop and update operational workplans tightly sequenced to cohort schedules and payment milestones.
• Actively participate in planning events; organize/maintain project files (electronic and paper) with complete audit trails.
• Support timely delivery of activities in line with plan of action and budget guidance; execute corrective actions as needed.

2. Budget Monitoring and Control

• Update the budget tracker with all project expenses and reconcile with GL and BVA (post soft/hard close) to ensure accurate recording and coding.
• Contribute to precise forecasts and cash‑flow planning; prepare and submit advances and monthly cash requests on time.
• Develop documentation/tracking tools for financial requests, follow up payment release and settlement per SCI policies.
• Issue timely payments to field team members where applicable and supervise advance liquidation.
• Support partners in tracking expenditures and financial reporting templates.

3. Procurement and Administration

• Develop project/annual procurement plans with the project team based on cohort calendars and DIP; update monthly.
• Oversee full procurement cycles and filing (PRs/POs/GRNs/vendor docs) ensuring compliance with SCI/donor policies and VfM.
• Prepare specs/SoWs; verify quality of goods/services prior to acceptance; provide status updates to requestors.
• Process operational requisitions in SCI systems and keep project maintenance and needs covered promptly.
• Execute logistics for cohort training (venues, refreshments, materials, signage, accessibility/safeguarding arrangements) aligned to RBF delivery.
• Arrange travel and accommodation for trainers/mentors/household coaches; coordinate storage/warehouse arrangements for kits and consumables.
• Maintain asset registers (tagging, assignment, movement, maintenance), stock cards for consumables, and periodic counts; support close‑out asset disposal plan execution.

5. Financial Operations and Disbursement Support (Seed Grants/Micro‑Loans)

• Coordinate operational payments (venue, catering, supplies, transport, lodging) with complete documentation.
• Support seed grant/micro‑loan disbursements with partners: verify beneficiary files, social contracts, instalment schedules, receipts, bank/mobile money transactions, and reconciliation; maintain disbursement registers and evidence for results verification.

7. Partner Operations & Compliance Support

• Provide hands‑on support to incubator and CBOs on procurement paperwork, payment documentation, logistics, and records; conduct joint spot checks and agree action plans.
• Ensure partner operational files (contracts, deliverables, invoices) align with award conditions and are traceable to activities/results.

8. Reporting and Internal Coordination

• Maintain operational evidence for each event (event code, agenda, attendance sheets, photos/consents, service receipts) to ensure data traceability for payment metrics and DQAs.
• Support household coaches/enumerators to use Kobo/digital forms; organize file structures and timely uploads to PRIME/SharePoint.
• Provide weekly operational status updates, a monthly operations dashboard (PRs/POs/GRNs, deliveries, stock levels, payments), and inputs to semi‑annual operations reports.
• Participate in monthly field consortium meetings and quarterly learning workshops; capture operational lessons and agree corrective actions.

9. Risk, Safety and Security, Safeguarding

• Implement S&S procedures for movements/venues; manage operational risk register entries (inflation, vendors, GBV/safeguarding, data privacy).
• Ensure all operations (events, distributions, travel) meet Child Safeguarding, PSEAH, and do‑no‑harm requirements.
• Promote children’s rights and protection in emergencies; be ready to support SCI responses and adjust work patterns as required.

8. General:

• Contribute to the development of communications products, in collaboration with the CO Communications team;

• Comply with Save the Children policies and practice with respect to safeguarding, code of conduct, health and safety, equal opportunities and other relevant policies and procedures;

• Ensure the security, health and well-being of staff and that staff management and other processes and policies and systems reflect SC 's principles of equity and fairness.

• Embed counter-fraud and ethical controls in all operational processes, ensuring compliance with donor and legal requirements, while collaborating with Finance and Counter-Fraud teams to mitigate risks and conduct assessments for high-value programs.
  

BEHAVIOURS (Values in Practice )

Accountability:

• holds self-accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values

• holds the team and partners accountable to deliver on their responsibilities - giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved.

Ambition:

• sets ambitious and challenging goals for themselves and their team, takes responsibility for their own personal development and encourages their team to do the same

• widely shares their personal vision for Save the Children, engages and motivates others

• future orientated, thinks strategically and on a global scale.

Collaboration:

• builds and maintains effective relationships, with their team, colleagues, Members and external partners and supporters

• values diversity, sees it as a source of competitive strength

• approachable, good listener, easy to talk to.

Creativity:

• develops and encourages new and innovative solutions

• willing to take disciplined risks.

Integrity:

• honest, encourages openness and transparency; demonstrates highest levels of integrity
  

QUALIFICATIONS AND EXPERIENCE

• Bachelor’s degree in Business Administration, Development, Supply Chain/Logistics, Finance, or related field.

• Experience & Skills

• 3–5 years of INGO/large NGO operations experience (procurement, logistics, asset/inventory, payments); Upper Egypt field delivery preferred.

• Experience running training/event operations at scale and supporting partner operations (incubator/CBOs).

• Proficiency with operational systems/tools (PR/PO/GRN workflows, Excel; familiarity with PRIME/Agresso/ProSave or equivalents is an asset).

• Excellent Arabic and English; meticulous record‑keeping and stakeholder coordination; strong organizational/time‑management under pressure.

• Knowledge of child safeguarding and application in operational contexts is an advantage.

• Experience working through/with sub grants and partners is a requirement.

• Experience with capacity building of local partners and communities.

• Fluency in English with strong written and oral communication skills.

• The capacity and willingness to be flexible and accommodating in difficult working circumstances.

• Commitment to the aims and principles of SC. In particular, a good understanding of the SC mandate and child focus and an ability to ensure this continues to underpin our support.

• Professional expertise in one of the Save the Children program areas is preferable.
  

Additional job responsibilities

The duties and responsibilities as set out above are not exhaustive and the role holder may be required to carry out additional duties within reasonableness of their level of skills and experience.

Equal Opportunities

The role holder is required to carry out the duties in accordance with the SCI Equal Opportunities and Diversity policies and procedures.

Child Safeguarding:

We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.

Health and Safety

The role holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures.