Operations Assistant

Position Description:

The Operations Assistant is part of the Operations Center Team who works 12 hours a day either night shift or day shift. He or she directly reports to the Operations Officer of the day. He or she receives further instructions from the Operations Officer such as calling and/or verifying reports and information received in the OPCEN. He or she monitors and logs all disasters, accidents, emergencies, chapter updates received by the Operations Center through television, radio, phone calls, emails, fax, and text message/ power-text and disseminates information to the concerned parties (PRC Chairman, Secretary General, Executive Staff, Chapter Administrator and personnel). He or she coordinates with the Operations Officer and/or concerned parties to provide immediate action on emergencies. He or she coordinates with chapter administrators and chapter staff to get information and updates on disasters and accidents.

Working Environment:

The Operations Assistant works in the Operations Center of the Philippine Red Cross. It is located at the ground floor of the National Headquarters Building. It is fully air conditioned with facilities such as Telephone units, fax machine, desktop, LCD projector, cellular phone and flat screen television. The Operations Center is well lighted. Each personnel in the Operations Center is provided with office chairs.

Primary Responsibilities:

• Works together with the Operations Center Head and Operations Officer in monitoring disasters and accidents via television, radio, email, fax, text message/ power-text and phone calls.
• Shall be receiving instructions from the Operations Officer in terms of clarifying the information received from the sender or for follow-ups.
• Shall receive calls from PRC trunkline and OpCen direct line and forward it to respective office concern if necessary and must log all incoming and outgoing calls. Log must include name of the caller, contact number, nature of concern, and actions taken.
• Must collect, log and consolidate daily reports from the chapters such as staff and volunteers on duty, vehicle/s available during the entire shift, ambulance and fire truck runs.
• Collects statistical reports and chapter actual situations from the Chapter Managers and/or CSRs during disasters and/or special incidents/events and log it to the official Disaster Statistical Report template.
• Analyzes, files and records all significant information received into the duty form and endorses to Operations Officer for immediate action if necessary.
• Prints duty form accomplished at least 15 minutes before the end of the shift and email information to top management (PRC Chairman and Executive Staff) through email.
• Files all duty forms and bulletins in its respective folders.
• Facilitates the request of the chapter/s if any within his/her capacity and or endorse it directly to the concerned offices.
• Responsible for updating the Bulletin (Information and Disaster) and shall forward this information to the top management and concerned parties (PRC Chairman, Secretary General, Executive Staff, and concerned Chapter Administrators, department and chapter personnel ) through email. Bulletins are to be released every 12 hours or before the end of the duty officers' shift or as long as there is substantial information gathered which needs to be sent immediately.
• He/ She shall affix his/her signature on the shift's duty forms and bulletin (if any).
• Endorses the shift's report (duty form and bulletin if any), received reports, and other instruction to the incoming Operations Officer and Operations Assistant.

Qualifications:

• Must be a bachelor's degree holder
• Must be physically and mentally fit to stay awake and alert for the duration of the shift
• Must be to interpret data submitted on disasters and can write reports on this accordingly
• Must be polite and courteous
• Must be able to do his or her task even when unsupervised
• Must be able to effectively work under pressure
• Must have extensive in actual field/disaster operations

Skills and Knowledge:

• Must be knowledgeable in basic computer functions and Microsoft applications
• Must be knowledgeable in basic computer troubleshooting (printer and internet connections)
• Must be knowledgeable in LCD and Power-text operations
• Must have the ability to understand and follow oral and written instructions
• Must have good listening and communication skills
• Must have good interpersonal skills
• Must have good analytical skills
• Must have the ability if necessary to be able to independently make good decisions to solve problems