The Operation Coordinator is responsible for efficiently planning and organizing his/her monthly activities, ensuring timely execution, and promoting a positive work environment. He/she is responsible for planning, designing, and overseeing the implementation of key operational activities, ensuring efficiency, compliance, and integration with the ERP system. This role involves structuring workflows for HR, procurement, logistics, resource management, and reporting while optimizing processes through data-driven decision-making. The coordinator will also develop SOPs, monitor performance, and ensure coordination between departments.
Design Standard Operating Procedures (SOPs) for all key operational processes, ensuring efficiency and compliance with PAPDA’s policies.
Develop a transparent and structured procurement process, ensuring all purchase requests, approvals, and tracking are properly recorded in the ERP system.
Design an efficient logistics and supply chain workflow, ensuring real-time tracking of inventory, transportation, and storekeeping through the ERP.
Design an efficient HR management system.
Design a resource allocation system, ensuring personnel, equipment, and materials are optimally utilized and tracked in the ERP.
Plan and design an operational problem-solving mechanism, ensuring that issues are identified early and corrective measures are implemented efficiently.
Plan for the overall coordination of HR, Procurement, and Logistics units.
Plan the integration of the HR, procurement, logistics, and operational workflows into the ERP system.
Implementation
Process Management
Oversee the implementation and management of HR processes in accordance with the organizational manual, ensuring seamless integration with ERP workflow automation.
Oversee the implementation and management of Procurement processes in accordance with the organizational manual, ensuring seamless integration with ERP workflow automation.
Oversee the implementation and management of Logistics processes in accordance with the organizational manual, ensuring seamless integration with ERP workflow automation.
Develop and maintain standard operating procedures (SOPs) for various operational processes.
Ensure comprehensive oversight of recruitment, employee attendance tracking, payroll, and database management, with strict compliance with regulations and PAPDA’s policies.
Oversee procurement processes, ensuring transparency, efficiency, and adherence to donor and organizational requirements.
Supervise logistics and supply chain operations, including transportation and storekeeping, ensuring compliance with inventory control measures as per organizational and donor requirements.
Coordination and Communication
Link and create smooth relationships with different departments within the organization for efficient delivery of services.
Collaborate with other departments to contribute to project initiations and implementation plans.
Continuously update the program on procurement, HR, and logistics status, including any changes and developments.
Respond to stakeholder and customer inquiries and concerns in a timely and professional manner.
Work to enhance the overall operation department efficiency and effectiveness by continuously improving processes.
Manage and allocate resources, such as personnel, equipment, and materials, to meet operational needs.
Track and report resource utilization and depreciation regularly.
Ensure the procurement and maintenance of the necessary supplies and equipment.
Implement quality control measures to ensure products or services meet established standards.
In collaboration with departmental experts, conduct regular audits and inspections to identify and address quality issues.
Data Analysis and Reporting
Utilize the different reporting tools to track operational performance.
Prepare reports summarizing key operational insights and trends.
Use data-driven decision-making to optimize efficiency and cost savings.
Problem Solving
Identify operational challenges and develop solutions to address them.
Take corrective actions when issues or delays arise.
Anticipate potential problems and implement preventive measures.
Assist in the development and monitoring of resource allocation, track expenses, and identify cost-saving opportunities.
Safety and Compliance
Ensure that all operations comply with safety regulations and organizational standards.
Capacity Building
Identify opportunities for process improvement and cost reduction to implement best practices and drive operational excellence.
Actively engage in capacity-building initiatives, both personally and for the operations section, to enhance expertise and effectiveness.
Proactively identify opportunities to enhance efficiency, effectiveness, and accuracy, proposing and implementing process improvements as appropriate.
Induct new employees on operational procedures and policies.
Provide ongoing training and support to existing team members.
Promote a culture of continuous learning and improvement.
Pursue pre-requisite certifications mandated by the organization to support ongoing professional development and organizational transformation.
Other Responsibilities
Execute procurement-related activities.
Lead the procurement committee within PAPDA.
Any other business assigned by the Executive Director.
Until the deadline till January 7, 2026.
