Position Title: Site Operations Officer (Site Ops Officer)
Supervised by: Camp Manager (SMS Manager) & Shelter and Site Ops Specialist
Reporting to: Camp Manager
Duty Station: Larissa/ Central Greece
Area of Operation: Greece
How to use: This form is provided to HR along with the “Personnel Requisition Form” in order to describe a position and to be used in the vacancy to be advertised.
The Danish Refugee Council assists refugees and internally displaced persons across the globe: we provide emergency aid, fight for their rights, and strengthen their opportunity for a brighter future. We work in conflict-affected areas, along the displacement routes, and in the countries where refugees settle. In cooperation with local communities, we strive for responsible and sustainable solutions. We work toward successful integration and – whenever possible – for the fulfillment of the wish to return home.
The Danish Refugee Council was founded in Denmark in 1956 and has since grown to become an international humanitarian organization with more than 8,000 employees and also 8,000 volunteers, while managing a turnover of over 400 million Euro. Based in Copenhagen (Denmark) and present in forty countries, the Danish Refugee Council is a non-profit-making, politically independent, nongovernmental and non-denominational relief organization. The Danish Refugee Council is Denmark’s largest humanitarian NGO and has been ranked the 3rd best NGO in the world in 2018 (for the six consecutive years, the organization is among the top five of the NGO Advisor Annual List).
Our vision is a dignified life for all displaced. All our efforts are based on our value compass: humanity, respect, independence and neutrality, participation, and honesty and transparency
DRC has been operating in Greece since November 2015, providing support to the Greek Ministry of Migration Policy in ensuring dignified reception conditions for refugees and migrants arriving on Lesvos island. In March 2016, DRC expanded its operations in Athens, in response to the changing context and the build-up of refugee population on mainland Greece.
DRC Greece is looking to recruit a qualified, flexible and enthusiastic professional to work for its in the sites of Central Greece as Site Operations Officer. Under supervision of the Camp Manager (SMS Manager) and in close coordination with the Shelter/Site Operations Specialist and other DRC field units, the Site Operations Officer will contribute to the implementation of DRC’s activities intended to improve relations between refugees and host communities and implement campaigns to work with refugees on improving living conditions in the sites in DRC’s area f responsibility in Central Greece. Furthermore, the Site Operations Officer will develop and maintain good relations with the persons of concern (PoC), relevant stakeholders and other humanitarian actors, to support adequate implementation and coordination of DRC’s activities.
Duties and Responsibilities:
Site Operations Officer responsibilities will include, but not necessarily be limited to, the following:
- Lead daily monitoring of the condition, function and safety of on-site facilities.
- Overall supervision of the Site Operations field team to ensure smooth, effective and timely operation on Site.
- Supervise the maintenance work of the handyman, develop daily work plans, ensure they have the equipment and materials he needs and monitor the quality of their work.
- Support the SMS Manager and the Shelter/Site Operations Specialist in responding to and addressing the care and maintenance needs of the on-site facilities as identified by DRC and the responsible Greek authorities.
- Identify operational priorities by assessing operational objectives; determining project objectives, such as, efficiency, cost savings, energy conservation, operator convenience, safety, environmental quality; estimating relevance, time, and costs
- Develop operational solutions by defining, studying, estimating, and screening alternative solutions; calculating economics; determining impact on total system.
- Develop care and maintenance solutions which are contextually and culturally relevant, cost effective, and in compliance with Greek and global humanitarian and environmental standards and best practices.
- Prepare, submit and track all procurement and logistics requests related to care and maintenance activities in collaboration with the Larisa-based procurement and logistics department, including preparation of Purchase Requisition forms and associated technical annexes and descriptions.
- Following the necessary procurement procedures for Low Value Procurement Policy, and drafting all the appropriate documentation and filing.
- Overseeing all DRC-contracted works and services, and monitoring the budget expenditures.
- Implement standardized monitoring, tracking and reporting tools for Site Operations responsibilities and ensure consistency and quality of reporting.
- Assist the Shelter/Site Operations Specialist in the development of care and maintenance-related strategies and plans.
- Participate in regular planning meetings to coordinate with other DRC staff regarding scheduled works and initiatives and work closely with sector-specific technical advisors to ensure integration between Site Operations and other sectors.
- Contribute to the development of Site Operations components of proposals, donor reports, situation reports, technical reports and assessments as required.
- Actively participate in all DRC activities related to overall site improvement and maintenance
- Support in organizing warehousing facilities to ensure adequate storage, inventory and tracking of project materials and/or donations
- As necessary, oversee activity of contractors to ensure smooth, reliable, effective and efficient implementation of any construction or maintenance works undertaken by DRC in the emergency reception sites
- Actively contribute to the implementation of measures to minimize negative environmental impact
- Support in drafting of relevant technical reports and assessments for internal and external use.
- Participate in distributions of food and non-food items and support the development and implementation of standard operating procedures for food and NFI distributions in the emergency reception sites, in close coordination with other DRC field units
- Any other related tasks assigned by the Camp Manager (SMS Manager)
- Prepare and submit technical descriptions/reports and proposed solutions in case of any malfunction or deficiencies noted in site’s networks (electrical, water supply, sewerage, surface run offs etc) or in structural infrastructures (buildings, prefabricated houses).
- Review deficiencies noted during corrective maintenance.
- Ensure that equipment is performing effectively and efficiently.
- Promotes equipment standardization.
- Monitors shop qualifications and quality standards for outside contractors.
- Ability to cost estimation
- Makes cost effective review of the maintenance program (job plans optimization). Define the most efficiency and cost-effective maintenance type for site’s networks and infrastructure.
- Provide technical guidance for the preventive and predicted maintenance programs.
- Optimizes maintenance strategies.
- Provides operational management information by collecting, analyzing, and summarizing operating and engineering data and trends.
- Maintains safe and healthy work environment by following and enforcing standards and procedures; complying with legal regulations
Monitoring and Reporting:
- Ensure that all site operations activities are implemented in accordance with agreed strategies, principles, implementation plans, and donor requirements.
- Supervising all technical contractors during their works on site ensuring the work schedule implementation, the required quality of the works, the adequate installation of any equipment and the health and safety measurements implementation.
- In collaboration with the Athens-based M&E team, ensure the implementation of site operations activities comply with quality standards and are monitored in accordance with pre-defined objectives and indicators.
- Providing monthly accurate and timely reports.
In addition to the above, the SiteOps Officer may be asked to carry out other duties requested by the SMS Team Leader.
Finance and Administration:
- Collaborate regularly with the SMS Manager and Shelter/Site Operations Specialist to monitor spending and ensure the timely utilization of all assigned budget lines
- Ensure full compliance with DRC and donor financial guidelines and policies
- Supervise assigned teams and support respectful and positive working relationships, which allow for the effective implementation of all activities
- Assist with the site-level and Site Operations-related recruitment processes and ensure that relevant staffing structures are in place
- Supervise as necessary Site Operations staff (Site Operations Assistants, Handyman)
- Ensure the observance of the DRC Code of Conduct throughout activity implementation
Logistics and Procurement:
- Collaborate with other field staff and the Athens-based supply chain team to develop and maintain procurement plans.
- Coordinate with the supply chain team to ensure timely delivery of project materials on site, and to facilitate and provide quality checks of goods received and works completed
- Assist in establishing and maintaining a basic warehousing system, compliant with DRC regulations, to ensure adequate storage, inventory and tracking of project materials
- Collaborate with the Athens-based supply chain team to ensure field records are well managed, fulfill DRC and donor requirements and are always up-to-date for use in donor reports
- Follow and implement DRC’s Operational Handbook
- University Degree (AEI) or Technological Educational Institute (TEI) degree in Civil, Mechanical or Electrical Engineering
- At least 1 year of relevant work experience
- Previous working experience with local or international NGOs will be considered as a strong advantage
- Strong computer skills
- High professional ethics
- Strong verbal and written English skills
- Valid driver’s license with good driving track record
- Working knowledge of Arabic, Kurmanji or Farsi is an added advantage
Required Skills & Qualities:
Core Competencies of DRC:
- Striving for excellence
- Taking the lead
- Demonstrating Integrity
- Proactivity, with a sound commitment to teamwork and with a spirit of genuine collaboration
- Strong initiative and self-motivated, with a strong commitment to humanitarian principle and high sense of ethics
- Excellent communication skills, as well as patience and politeness, are needed
- Ability to cope with high workload and stress and identify priority activities and assignments, and adjust priorities as required
- Multi-tasking and organizational skills are must, and a good sense of humor
- Strong initiative with a strong commitment to humanitarian principle
- Flexible, enthusiastic and willing to learn from others
- Ability to cope with competing demands under tight deadlines
- Ability to establish and maintain good working relationships in a multi-ethnic, multi-cultural and multi-disciplinary environment
Terms and Conditions
The contract will be under the Greek Labor Law (this is a national position)
All allowances will be provided to the employees (Christmas, Easter, Vacation bonus)
DRC provides training opportunities to develop and strengthen the quality of its services as well as its staff members’ professional and personal development.
The position will be based in Larisa (camps in Central Greece) and national terms and conditions apply
Are you interested? Then apply for this position on line: [To send your CV please click here]. All applicants must send a cover letter and an updated CV (no longer than four pages). Both must be in English.
DRC provides equal opportunity in employment and prohibits discrimination in employment on the basis of race, sex, color, religion, sexual orientation, age, marital status or disability. DRC encourages all applicants to apply and does not practice any discrimination in any recruitment process. However, applicants must be aware that DRC cannot systemically sponsor non-EU citizen or non-Greek resident for all the steps of legal process to get a work permit and/or a residency permit in Greece.
Applications close on the 15th of November. Applications submitted after this date will not be considered.
Due to the urgency of the position DRC reserves the right to recruit a candidate who matches the required profile before the above deadline.
DRC’s capacity to ensure the protection of and assistance to refugees, IDP’s and other persons of concern depends on the ability of our staff to uphold and promote the highest standards of ethical and professional conduct in relation DRC’s values and Code of Conduct, including safeguarding against sexual exploitation, abuse and harassment. DRC conducts thorough and comprehensive background checks as part of the recruitment process. Visit drc.ngo to read more about what we do to secure robust safeguarding mechanisms.