OPERATIONS OFFICER

OPERATIONS OFFICER

The University of the Commonwealth Caribbean invites applications from suitably qualified and experienced persons to fill the position of:

OPERATIONS OFFICER

JOB SUMMARY

The Operations Officer attached to the Operations Department is responsible for coordinating and supporting the Office Manager and Directors of the Operations Department in carrying out logistical and maintenance functions required by the University and UCC’s Group of Companies.

RESPONSIBILITIES include (but not limited or confined to) the following:

1. Administrative duties:

    1.1) Write letters, memos and prepare reports as required.

    1.2) Maintain records by filing documents such as invoices, quotations, letters both physically and digitally, etc.

    1.3 ) Respond to emails in a timely manner

2. Assist in managing the daily operations and maintenance at all UCC locations.

    2.1    Flag Monitoring and Management (hoisting, disposal, preservation and procurement

    2.2    Keys and Locker Management

    2.3    Manage the hoisting of flags on WAC

    2.4    Coordinate and arrange documents to be shredded

    2.5    Dispatch mail via DHL

    2.6    Management of Operations Storerooms

3.Asset Management

    3.1    Timely update Asset Register

    3.2    Labeling and tagging of Assets

    3.3    Asset listings in all areas where assets are found

   3.4    Conducting quarterly Inventory Audits

4. Accident /Incident reporting and processing insurance claims.

5. Coordination of Health and Safety Portfolio

    5.1    Conducting emergency drills at all locations

    5.2    Organizing Safety training for Safety Wardens

    5.3    Coordinating the inspection and servicing of fire equipment at all locations

    5.4    Safety Audits and Reporting

6. Special Projects: (Graduation, Pest Control, Application for Utilities, Vehicle rentals, valuations of vehicle fleet

7. Provide updates to the Office Manager on any request or situation that may arise that can affect the Operations and        deliverables of the Department.

8. Monitor the Operations Help Desk to determine all outstanding jobs, provide the reports generated by the system to        show the duration of time the jobs are outstanding so that remedial action can be taken.

9. Liaise with suppliers and contractors regarding the ordering of goods or request for services.

10. Conduct research and collect facts and figures for the department’s budget in consultation with the managers.

11. Complete an End of Week report outlining all tasks achieved, the progress made on projects in transition and thoseto be done with updated timelines for completion for submission to the Office Manager the first working day of eachweek.

12. Take notes of meetings held by the department.

13. Any other duties that may be assigned to you. 

COMPETENCIES, SKILLS AND ABILITIES

• Be able to communicate effectively at all levels across the institution both orally and in writing.
• Be able to communicate with internal and external customers with tact and diplomacy.
• Have a professional demeanour.
• Must possess good organizational skills, the ability to prioritize, multi-task and meet deadlines.
• Must have an appreciation of the UCC philosophy, vision and mission
• Have a high level of initiative, accountability and integrity
• The ability to work well within a team
• Competency in spreadsheets, database management and other software applications.
• OSHA training would be an asset.

EXPERIENCE AND EDUCATIONAL QUALIFICATION

• At least one (1) year working experience in an administrative post.
• A Bachelor’s degree in business studies/ Business Administration or related area of study. 

 Only Shortlisted applicants will be contacted.