Operations Coordinator

Under the direct supervision of the School Feeding Project Manager, the Operations Coordinator will be responsible for coordinating operational activities under the school feeding project funded by WFP, with ensuring safe and efficient delivery. The Operations Coordinator will be also responsible for monitoring all supply chain procedures with ensuring that they follow IOCC procurement rules and regulations. 

I. Responsibilities and Essential Functions

1. Project Logistics Coordination:

Coordinate the project’s logistics activities in line with IOCC’s guidelines, ensuring timely and efficient implementation.

2. Operational Planning and Development:

Work closely with other team members to:

2. 1. Develop a logistics structure.
   2. Deliver operational (procurement and logistics) plans.
   3. Conduct regular market price surveys.
   4. Provide overviews of logistics requirements for the development of project proposals.
3. Policy Compliance:

Ensure that appropriate standards of logistics procedures and country policies are implemented and consistently adhered to.

4. Inventory Management:

Maintain an up-to-date inventory by monitoring storage and deliveries to different locations, ensuring accuracy and accountability.

5. Financial Coordination:

Liaise closely with the finance department to ensure accountability, donor compliance, and proper linkage of expenditures to project proposals.

6. Warehouse Supervision:

Supervise and guide the warehouse monitor, provide ongoing technical support, and conduct regular spot checks to ensure proper warehouse management, documentation, and adherence to safety standards.

7. Quality Control:

Ensure that the quality and quantity of items delivered match the specifications and samples stated in the invoices.

8. Retailer Coordination:

Liaise and coordinate with pre-selected external retailers to ensure timely and compliant delivery of goods and services in line with project requirements.

9. Documentation and Verification:

Cross-check waybill trackers with corresponding invoices and verify data accuracy using WFP digital tracking tools.

10. Field Coordination:

Review and validate waybill trackers submitted by school kitchens, ensuring alignment with supplier invoices and delivery documentation.

11. Data Management and Reporting:

Maintain and regularly update operational trackers, ensuring accuracy, completeness, and timely reporting for donors and internal compliance.

12. Team Training and Support:

Train field and program staff on proper data entry, documentation standards, and tracker usage to ensure consistency and efficiency across all sites.

13. Contract and Vendor Management:

Support the preparation, monitoring, and renewal of contracts with selected vendors; ensure all terms are adhered to and documentation is complete.

14. Procurement Coordination:

Raise purchase requests, follow up on approval processes, and ensure timely delivery and payment in coordination with procurement and finance teams.

15. Operational Systems Development:

Contribute to building and maintaining operational structures, standard operating procedures (SOPs), and internal workflows to enhance efficiency and accountability.

16. Compliance and Quality Assurance:

Ensure full adherence to IOCC’s and donor’s policies, procurement procedures, and operational standards.

17. Communication and Coordination:

Serve as a focal point between supply chain, program, finance, vendors and field teams to facilitate smooth operations and resolve bottlenecks promptly.

 

2. Qualifications

1. Knowledge, Skills and Abilities (KSA) :

• Strong knowledge in supply chain, warehousing and stock control, transport and distributions, or school feeding modalities.  
• Ability to analyze contexts, focusing at the big picture while maintaining control and awareness of all its components.
• Ability to work independently under minimum supervision. Comfortable to work in tense situations and under pressure.
• Ability to effectively communicate with multi-level personnel as well as supplies & services providers and their representatives.
• Fluency in written and spoken English and Arabic.
• Computer literate with a high degree of proficiency and productivity. 
• Ability to work in and contribute to team building environment.

 

2. Competencies:

• Good communication skills.
• Ability to work in a cross cultural environment and under pressure to meet deadlines.
• Good organizational and time management skills.
• Problem analyzing and solving, decision making skills, considering available options and concentrating on results.

 

C. Experience: At least 3 years of work experience in logistics, procurement, support services or operations management, school feeding preferably in the humanitarian sector.

 

III. Working Conditions

Stationed in IOCC office, with possible in-country trips to various Lebanese regions