Operations Assistant

Job Description

Job Summary:

The purpose of the Operations Assistant role is to provide essential operational, logistical, and administrative support to the HALO Trust Ghana’s Weapons and Ammunition Management (WAM) project. The position ensures that project activities are efficiently planned, resourced, documented, and executed in line with HALO’s operational standards and donor requirements.

The Operations Assistant contributes directly to the smooth functioning of field operations, coordination with internal and external stakeholders, and overall project effectiveness. The role may also support other HALO projects within the region, responding to operational demands where needed.

Duties & Responsibilities

Assist in planning, coordinating, and monitoring daily operational activities for the WAM project.
Support the development of operational work plans, activity trackers, and reporting tools.
Maintain up‑to‑date operational databases, schedules, and deployment records.
Support preparation of daily/weekly/monthly operational reports.
Help develop and deliver an institutional WAM Capacity training needs assessment tailored for each institutional partner
Support the development of a multi-year training package based on HALO’s WAM training framework and competencies as described in the IATGs and MOSAICs
Execute country specific annual stakeholder training plans and corresponding work plans

Logistics & Procurement

Assist with procurement processes, including sourcing, quotation management, and preparation of documentation.
Track the movement, utilisation, and maintenance of equipment and materials.
Maintain accurate inventory and asset registers.
Support logistics for transport, storage, and dispatch of operational supplies.
Update the organisation’s integrated equipment and materials system, as well as monitoring and controlling the stock levels of materials, equipment and consumables needed to manage the service.

Administrative & Coordination Tasks

Produce meeting minutes, operational correspondence, and formatted reports.
Support coordination between HALO teams, partners, and government counterparts.
Organise travel, accommodation, and logistics for field staff, trainings, and visitors.
Maintain well-organised physical and digital filing systems.

Compliance & Safety

Support adherence to HALO Standard Operating Procedures (SOPs), safety regulations, and reporting requirements.
Assist operational leadership with incident reporting and follow-up.
Contribute to safety briefings, risk assessments, and compliance checks.

General Responsibilities:

Promote the mission, values, and safety culture of the HALO Trust at all times.
Maintain confidentiality and professionalism in handling information.
Contribute to team cohesion and problem-solving.
Carry out additional duties assigned by the Operations Manager or senior leadership to support programme delivery.

Required Documents:

Please provide the required documentation listed below for your application:
Curriculum Vitae (CV)
Copy of Diploma/Certificate(s)
Motivation Letter
Copy of ID/Passport
Three professional references (names and contact details)
Employment references or letters of recommendation (one at least)
Police clearance certificate / proof of clean criminal record