Operations Specialist

Purpose of the Job:
The Operations Analyst position exists to support and further the efforts for continuous improvement of the organization's operation and processes, to aid with tools and resources for meeting the organizational growth and associated challenges. With a focus on analysis and reporting findings, the incumbents' role encompasses working with stakeholders across Coptic Orphans to help improve how we do business (quality and quantity/efficiency). Work includes performing detailed analysis in various areas and functions, documenting processes and identifying gaps. To succeed in this role the incumbent must naturally possess strong analytical skills and critical thinking abilities, as well as the ability to explain and simplify difficult concepts and processes to all levels of employees and management.

Essential Functions and Responsibilities:

Analysis of Operational Processes and Workflow:

• Analyze data and processes in various areas across the organization as directed to identify gaps and areas of needed improvements. Map out and document the analysis of processes and procedures of various functions as assigned, such as Procurement and Acquisition, Asset Tracking & management, etc.
• Under the guidance and direction of the Process Manager, evaluate Coptic Orphans' specific business practices and operational procedures to assist in improvements and problem-solving. Incumbent may propose/recommend possible solutions or improvements, but not required to unless directed.
• Perform required analysis; document, report on, and communicate findings for management's decisions and actions.
• Update, implement and maintain process documentation and records procedures.
• Prioritize initiatives based on organization needs and requirements.
• Monitor communicated deliverables to ensure timely completion of assigned projects or tasks.
• Manage various projects, develop project plans and monitor performance of assigned responsibilities.
• Develop, maintain and disseminates regular monthly and periodical reports, and provide adhoc reports as requested or directed.
• Participate in / assist with ongoing review of organizational processes and development of new ones.

Specific Functions Lead Role:

Procurement Management:

• Analyze, evaluate and assess Procurement current processes, and lead procurement efforts to ensure maximum return on resources as well as related compliance matters. This includes the following:
• Developing and carrying out proper needs analysis for goods and services necessary for operation, and assessment of current stock levels to prevent waste, overstock, or shortage and delay that may negatively impact functioning or productivity in any area of the organization.
• Ensure that all established relevant policies, procedures, and processes are followed systematically and consistently across areas of responsibility as designated.
• Research vendors, suppliers and providers' credibility; product quality, prices and value to ensure best practices, compliance with laws and internal policies, as well as achieving the highest utilization of resources.
• Ensure accurate recording/documentation of and reporting on purchases, stock and usage.

Asset tracking and Management:

• Maintain and manage Asset tracking process and manage of minor values:
• Participate in the setup, development, and maintenance of asset tracking system;
• Setup, develop and document related procedures map and communicate process.
• Report problems, gaps, or needed improvement in the process on an ongoing basis.