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Position: Operations Officer

The National Democratic Institute for International Affairs (NDI) is a US-based, non-profit organization working to strengthen and expand democracy worldwide. Since 1999, NDI has worked in Kosovo together with political parties, civil society and elected representatives to promote democratic practices and increase citizen participation in the democratic processes.

Position Summary

NDI is seeking an Operations Officer for daily logistics operations and support to the overall operational activities and finances of the NDI office in Kosovo under the supervision of the Operations Manager. Overall responsible for providing the supply chain requirements of the program including procuring all program supplies and services, accounting for all assets, managing stocks, and managing logistics. Requirements include the ability to perform the following duties and responsibilities:

Responsibilities:

• Coordinates with all teams in terms of operations and logistics for timely program implementation.
• Accountable for the compliant processing of all procurement of program supplies, office supplies, training materials, training venues, catering services, among others that are needed for the successful program implementation.
• Responsible for safekeeping the hard copies and soft copies of the procurement packages, asset management forms, distribution reports, and other pertinent documents relating to supply chain. Follow up with vendors e.g. delivery schedules of goods and other procurement related concerns.
• Assist with the accounting, maintenance of equipment for the program. This includes keeping and monitoring warehousing records of all goods that are received and dispatched.
• Identify what goods/equipment needs to be replenished, purchased and/or dispersed.
• Maintain a file or record of suppliers through the Vendors Database, ensuring that they are compliant with NDI and donor procedures.
• Ensures proper documentation of all Supply Chain processes.
• Responsible for creating and maintaining the Procurement Tracker for all procurements.
• Oversees fleet concerns that includes the daily movement of the program and support staff, mobilization of program supplies for distribution and for training/workshops, observance of safety & security protocols, management of vehicles.
• Assist and accommodate the implementation team in all of the administrative and logistics support needed.
• Ensures the appropriate use and security of assets and equipment assigned to the program.
• Ensuring proper housekeeping of physical and electronic files and project assets are accounted for and deployed as appropriate.
• Assist in ensuring that the necessary measures are in place to ensure security, safety, health, and
• well-being of NDI staff, and that security standards and procedures are in place.

Required qualification:

• Graduate degree holder
• Knowledgeable in Google G-suit, Microsoft word and excel application
• Experience in handling logistics and procurement.
• Effective communication skills in English and Albanian, both in written and verbal. Knowledge of languages of other non-majority communities would be an asset.
• Ability to think and act fast. High flexibility
• Strong sense of urgency and work ethic.
• Resourceful and focuses on the solution rather than the problem.
• Can tolerate working under ambiguous circumstances. Ability to work independently, under pressure, and meet deadlines
• Driving license

Applicants should submit a cover letter, CV/resume, and list two names/references.

To apply please send all documents to kosovo@ndi.org, no later than April 30, 2023 midnight, and indicate what position you are applying for in the subject line.

NDI is an equal opportunity employer (EOE). As such, NDI makes employment decisions and provides equal employment opportunity without regard to an applicant’s or employee’s race, religion, color, sex (including pregnancy, sexual orientation, or gender identity), national origin, age, disability, veteran status, or any other basis protected by Kosovo Law on Labour.

The programs of the National Democratic Institute in Kosovo are funded in large part by the United States Agency for International Development (USAID), and the Swiss Agency for Development and Cooperation (SDC).