Operations and Logistics Officer

Position Title: Operations and Logistics Officer

Position Location: Sri Lanka

Reports To: IGNIE Programme Manager - Sri Lanka

Contract Term: 2 years full time

Languages Required: English and Sinhala / Tamil

APPLICATION DEADLINE: 20th October 2025

Are you equipped with the key skills and experience in operations and logistics WUSC is currently seeking an Operations and Logistics Officer to oversee and manage its operations and logistics functions.

BACKGROUND

World University Service of Canada (WUSC) is a leading Canadian international development organization that works with and through its southern partners to promote sustainable development. Founded in 1957 and currently working in more than 20 countries worldwide with an annual budget of approximately $45 million WUSC fosters youth-centered solutions for improved education economic and empowerment opportunities to overcome inequality and exclusion. Employees at WUSC work hard to create lasting change in education employment and empowerment.

WUSC has been active in Sri Lanka since 1989. It currently implements three projects focused on Gender responsive entrepreneurship technical vocational education and capacity strengthening of local implementing partners to design and deliver sustainable programs. These projects test innovative sustainable models to improve the enabling environment and reduce gender specific barriers to increase equity and are implemented in the North and East of Sri Lanka. We bring together a diverse network of stakeholders to improve outcomes and through various programming strategies foster meaningful collaboration between different stakeholders inclusive of the government private sector civil society and young persons.

Volunteering for development is one of the important ways in which WUSC pursues its mission. WUSCs Volunteer Cooperation Program (VCP) has ambitious targets to mobilize hundreds of skilled Canadian and South-to-South volunteers each year to support partners in developing countries where we are working to advance gender equality and facilitate economic opportunities for poor and marginalized young people especially young women and refugees. Overseas our volunteers collaborate with a wide variety of partners including enterprise and social enterprise development incubators skills training centres enterprises womens organizations and youth Canada WUSC works with institutions and individuals to identify prepare and support volunteers who travel overseas to support our partners for various durations of time. Our network in Canada also works with WUSC to raise awareness among Canadians to inspire greater action on global development issues. Our collective focus is on sustainable and inclusive changes to create a better world for youth.

RESPONSIBILITIES

Under the supervision of the IGNIE Programme Manager - WUSC Sri Lanka the Operations and Logistics Officer will be responsible for Administration and Logistic arrangements of the IGNIE project and for the WUSC Sri Lanka office.

1. Administrative & Office Management

• Provide administrative support to team members including scheduling travel arrangements and follow-up on tasks as requested.
• Maintain the WUSC Regional Assets Register (both electronic and hard copy) and prepare reports as required.
• Oversee and monitor stationery stock usage conduct regular physical checks and prepare inventory reports.
• Manage office security fixtures and procedures including access control office keys and alarm systems.
• Ensure effective delivery of office cleaning and support services.
• Assist visiting volunteers and staff with access to IT equipment internet and email systems.
• Organize and manage incoming/outgoing correspondence and courier services.
• Maintain both physical and electronic filing systems for all administration and logistics documentation.
• Support the Country Director with safety and security procedures including updating SOPs manuals and databases.
• Manage and maintain efficient office premises ensuring functionality and upkeep.
• Support finance functions by coordinating timely payments and assisting with documentation as required.

2. Procurement & Asset Management

• Lead procurement of office supplies equipment service contracts and volunteer house items ensuring compliance with procedures.
• Prepare procurement documentation (bids quotations evaluation grids) and submit for approvals.
• Maintain efficient up-to-date procurement files and a supplier/service database.
• Negotiate and maintain service and supplier agreements.
• Coordinate and oversee disposal of assets and other project items as required.
• Manage labeling records and maintenance of all fixed assets.

3. Logistics & Travel Coordination

• Lead responsibility for managing immigration procedures for international volunteers staff and visitors including documentation preparation submission follow-up and compliance for entry visas residence permits visa renewals and other required endorsements in Sri Lanka.
• Arrange travel accommodation and related services for staff volunteers and visitors including international coordination with WUSC Canada.
• Plan logistics for events training meetings and workshops.
• Manage transportation and travel logistics including coordination with suppliers and service providers.
• Ensure smooth management of vehicle usage servicing and handling of vehicle-related issues.

4. Volunteer & Partner Support

• Provide logistical and administrative support to volunteers (accommodation travel airport transfers meet-and-greet hotel arrangements lost luggage tracking).
• Share accurate and timely information with volunteers on logistics and operations.
• Coordinate training activities for partners based on identified gaps (e.g. GESI MERL). Provide and coordinate logistical and administrative support for partner training activities (e.g. GESI MERL or other areas identified through PCAs) as well as for Partner Forums and Programme Advisory Committees (PACs). This includes venue arrangements travel coordination preparation of materials communication with participants and ensuring smooth implementation of events.

5. Complaint & Dispute Management

• Establish and maintain a formal complaint mechanism with focal points from both vendors and service providers.
• Manage complaint resolution processes and coordinate dispute resolution with financial accountability as required.
• Ensure timely follow-up and resolution of complaints related to logistics procurement or service delivery.

6. Other Duties

• Prepare reports and documentation as requested by the Program Manager or Country Director.
• Support mid- and end-of-year reviews by providing administrative and logistical data.
• Undertake other tasks as assigned to support smooth operations of the IGNIE program.

Work environment

• Promote and maintain an organizational culture that advances gender equality reduces power abuse and inequalities and fosters trust respect and safety.
• Create a working environment is free from sexual exploitation abuse and harassment (SEAH)
• Ensure high standards of prevention and response measures for SEAH are in place consistent with theWUSCs safeguarding policies and WUSCs Code of Conduct.

QUALIFICATIONS AND COMPETENCIES

Education

• Education: Bachelors degree in any field or equivalent qualification. A diploma or vocational education in administration logistics or a related area will also be considered.

Experience & Competencies

• 35 years of relevant experience in operations logistics or administration preferably in the NGO humanitarian or development sector.
• Demonstrated experience handling residence and visit visas including renewals and compliance with immigration requirements.
• Practical experience in procurement travel coordination inventory and asset management and vendor relationship management.
• Experience coordinating domestic and international travel managing warehousing/logistics and ensuring efficient use of vehicles and transport.
• Exposure to working with partners volunteers or field offices in multi-location/multi-stakeholder environments.
• Proven ability to coordinate and liaise effectively with support staff (logistics and administrative assistants etc.) and external service providers to ensure smooth operational delivery.
• Strong ability to work under pressure and manage multiple priorities with tight timelines.
• Excellent written and spoken communication skills in English (and Sinhala/Tamil where relevant).
• Strong IT literacy including proficiency in MS Office Google Workspace and database management.

Operational & Logistical Skills

• Ability to develop implement and monitor logistical procedures and operational systems.
• Strong procurement skills: solicitation (RFQs) vendor evaluation contract negotiation and compliance with procurement policies.
• Competence in asset and inventory management including vehicles equipment and facilities.
• Skilled in managing the movement of goods and people ensuring safety timeliness and cost-efficiency.
• Ability to coordinate and support the logistics of events trainings and workshops.
• Familiarity with donor compliance requirements and reporting (e.g. Global Affairs Canada UN agencies or similar donors).

Security / Risk Management

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• Experience in applying organizational safety and security measures under the direction of the Program Manager to ensure a safe working and living environment for staff volunteers and visitors.
• Ability to support emergency response procedures working closely with the Program Manager to coordinate logistics communication and access to services thereby safeguarding staff volunteers and assets while minimizing disruption.
• Experience contributing to or updating safety and security SOPs risk assessments and contingency plans.
• Understanding of safeguarding and Do No Harm principles with ability to apply them in operational contexts.

Languages

• Excellent written and verbal communication skills in English.

WHY WORK WITH WUSC

Join Us. Our work is important cutting-edge and rewarding. We encourage curiosity innovation and flexibility.

WUSC offers a dynamic international work environment with a diverse intercultural workforce. We offer employees exciting opportunities to apply their skills and gain experience all while making a difference in the lives of youth around the world. Employees at WUSC work hard to create lasting change in education economic opportunities and empowerment.

WUSCs office in Sri Lanka is located in Colombo 7. Heres some of what you can expect working with us:

• Free access to an e-learning platform with 350 courses on various topics
• Get to know and exchange with people from all over the world
• Being part of a friendly caring and enthusiastic team!

APPLICATIONS

WUSCs activities seek to balance inequities and create sustainable development around the globe; the work ethic of our staff volunteers representatives and partners shall correspond to the values and mission of the organization. WUSC promotes responsibility respect honesty and professional excellence and we will not tolerate harassment coercion sexual exploitation or abuse of any form.

Persons with disabilities who need accommodation in the application process or those needing job postings in an alternative format may e-mail a request to

WUSC is an equal opportunity employer. We welcome and encourage applications from individuals of all backgrounds and abilities. Accommodations are available upon request for candidates taking part in all aspects of the selection process. Please note that only the candidates selected for an interview will be contacted.

Required Experience:

Manager