Operations Coordinator

Operations Coordinator

The Operations Coordinator supports the Operations Manager in driving, streamlining, and managing the organization's daily operational and administrative workflows. This role holds primary operational responsibility for HR administrative processes, cross-departmental coordination, policy and tool development, and documentation. Additionally, the Coordinator contributes to enhancing the procurement framework and directly oversees complex procurement activities, including tenders and contracting, in close collaboration with the Procurement Officer.

Key Responsibilities

1. Operational Coordination & Workflow Management

• Oversee daily operational workflows and facilitate seamless coordination across departments and teams.
• Track the implementation of operational tasks and managerial decisions, ensuring strict adherence to deadlines.
• Identify operational bottlenecks and workflow gaps, proactively presenting practical solutions to the Operations Manager.
• Structure and streamline inter-departmental processes to ensure clear ownership and efficient procedure flows.
• Draft, update, and standardize operational manuals, SOPs, policies, and templates in alignment with organizational standards.

2. Human Resources Administration

• Manage employee records, maintain the central HR database, and ensure full compliance of personnel documentation.
• Coordinate the end-to-end administrative HR lifecycle, including recruitment, onboarding, leave/attendance tracking, and offboarding.
• Prepare monthly payroll records and wage documentation in coordination with Finance/Management.
• Support performance management frameworks, staff development initiatives, and training logistics.

3. Procurement Oversight & Systems Development

• Guide and support the Procurement Officer to ensure efficiency, transparency, and high performance in routine purchasing.
• Develop and refine procurement templates, policies, and tools alongside the Operations Manager.
• Lead high-value or complex procurement processes, including tender preparation, RFQs, vendor negotiations, and contracting.
• Build and maintain a robust supplier database, conducting periodic vendor performance evaluations.
• Address advanced procurement challenges exceeding routine operational scopes and recommend system enhancements.

4. Administration & Archiving

• Maintain an organized, secure, and accessible physical and digital administrative archive.
• Record comprehensive meeting minutes, tracking actionable decisions, ownership, and target completion dates.
• Generate internal operational reports, progress tracking summaries, and administrative dashboards for management.

Qualifications & Experience

• Education: Bachelor's degree in Business Administration, Human Resources, Management, Logistics, Economics, or a related field.
• Professional Experience: Minimum of 3 years of professional experience in Operations, HR, or Procurement (multi-disciplinary experience across these areas within the non-profit/NGO sector is highly preferred).
• Technical Skills:
  • Proven experience in market analysis, tender evaluation, supplier negotiation, and contract management.
  • Solid understanding of HR administration principles and labor compliance.
  • Advanced proficiency in MS Office Suite (particularly Excel).
• Core Competencies:
  • Exceptional organizational, time-management, and multi-tasking skills under tight deadlines.
  • Strong analytical thinking, problem-solving, and decision-making capabilities.
  • Excellent written and verbal communication skills.
  • Uncompromising commitment to confidentiality, integrity, and ethical standards.