CHARITY JOBS IN AFRICA

Organization: American Refugee Committee International
Country: Liberia
Closing date: 31 Oct 2014

POSITION TITLE: Operations Manager
COUNTRY PROGRAM: Liberia
RESPONSIBLE TO: Country Director
SUPERVISORY CAPACITY: Operations Team
DATE: November 2014
STATUS: Full Time Temporary

APPLICATION DEADLINE:October 31, 2014

COUNTRY PROGRAM MISSION

The American Refugee Committee seeks to establish an Ebola Treatment Unit (ETU) in Liberia. The ETU will be a high-capacity, isolated unit with up to 30 beds, which will require the oversight of approximately 125 staff, over a period of 6-9 months. Given the magnitude of the need, the plan is to set up the ETU immediately. Staff safety is an absolute priority and strict adherence to infection control procedures will be undertaken to protect staff. Given the tedious nature of the work, personal protective equipment which must be worn at all times in the heat and need for strict adherence to infection control protocols, staff will have ample rest time.

PRIMARY PURPOSE OF THE POSITION

The Operations Manager will oversee operational support for the Liberia country program, including supply chain, transport, procurement, security and facility management, and will promote growth and improvement through capacity building of logistics and supply chain staff. Under the supervision of the Country Director, the Operations Manager will ensure smooth functioning of ARC operations, consistent and high quality service delivery to programs/projects and constant evaluation and readjustment of policies and procedures to take into account changes within the operating environment.

MAJOR AREAS OF ACCOUNTABILITY

Administration/Operations

• The Operations Manager will provide strategic direction to the Operations Department focusing on achievement of the following results:
• Coordination and planning of operational activities;
• Performance management of the Admin, Supply Chain and IT Managers;
• Full compliance of operations with ARC and donor rules, regulations and policies;
• Maintenance of internal Standard Operating Procedures (SOPs) and operational policies;
• Knowledge building and sharing with regard to management of operations, organization of staff training and synthesis of lessons learnt/best practices;
• Effectively stay abreast of relevant donor policies, procedures, rules and regulations and train ARC program and partner staff in these policies;
• Process and, if necessary, update service contracts for all the office related services;
• Represent ARC in its relations with partners, authorities and different local players;
• Centralize and diffuse information within the organization and to headquarters, and consolidate the internal and external reporting;
• Ensure that all support departments have clear roles and responsibilities;
• Lead the negotiation and preparation of leases and contracts for all ARC rented premises and equipment. Ensure safety and maintenance of premises and equipment;
• Ensure smooth and reliable electronic communication including email and dissemination of data, user trainings for ARC standard applications, provision of day to day IT support to staff and ensuring adherence to ARC IT standards.
  Supply Chain

a. Procurement

• Provide technical support to the Supply Chain Managers/Senior Officers for the transparent and auditable management of all procurements of the Liberia Country Office in line with the policies and procedures of ARC International;
• Ensure that monthly and quarterly procurement plans are developed, submitted, and within budget limits and compliant with donor requirements;
• Ensure use of appropriate tools to facilitate procurement tracking and price lists of commonly procured items;
• Oversee preparation of weekly procurement tracking sheets;
• Prepare monthly status reports on procurement, assets, contractor database and payments;
• Ensure the timely completion of all purchases/procurements and regular submission of procurement committee minutes;
• Manage contractor relations as needed;
• Supervision of the Supply Chain team, ensuring efficient procurement and logistical services, and focusing on compliance with ARC policies and procedures to:
• Continue implementation of supply chain strategies e.g. sourcing strategy, supplier selection, evaluation and performance measurement of suppliers;
• Manage ARC assets, facilities and logistical services;
• Support program and project staff with logistical requirements.

b. Logistics

• Ensure timely and appropriate establishment of all logistics infrastructure (warehousing, transport, distribution) and associated operating , management and monitoring systems;
• Ensure that donor compliance is adhered to throughout the procurement and logistical process;
• Proactively develop the skills of ARC staff to understand and utilize supply chain tools and services to design and implement quality programming;
• Supervise Supply Chain staff to provide logistical support to all programs and ensure proper warehousing, communication, procurement, assets and stock management, and transportation for all ARC areas of operation;
• Ensure that the vehicle fleet owned or rented by ARC is managed according to ARC policies and procedures;
• Together with the unit heads, he/she is responsible for the planning, setup, supervision, implementation, monitoring, documentation and administration of ARC supply chain systems and structure for the emergency program in accordance with ARC policies, priorities, procedures and guidelines;
• Represent ARC in logistics coordination meetings and ensure coordination with partners, local authorities, UN bodies and INGOs.

External Relations

• Manage relations with vendors to ensure that ARC gets value for money in the supply chain process;
• Represent ARC in operations coordination meetings and ensure coordination with partners, local authorities, UN bodies and INGOs;

Strategic Management

• As a member of SMT, participate in strategic discussions and planning relating to the direction and progress of the as a whole in Liberia, contributing input and ideas beyond the operations technical sphere;
• Act as a role model to other staff of good practice, beyond the confines of operations technical tasks
• Responsible for providing individual Operations support to Managers;
• Assist senior management in writing funding proposals and provide input on support services;
• Provide guidance to program managers on supply chain procedures.

EDUCATION, TECHNICAL SKILLS & KNOWLEDGE REQUIRED

• Bachelor’s in Business Administration or any other related field
• Minimum 5 years progressively responsible procurement, logistics and admin experience, particularly with International NGOs.
• Experience in West Africa preferred.
• Strong operational, analytical and management skills.
• Strong organizational, interpersonal, and communication skills.
• Ability to manage multiple priorities with minimal supervision.
• Ability to work well both as team leader and team members.
• Ability to multi-task, prioritize and meet tight deadlines
• Experience working with various donors’ administrative policies and procedures is required
• Computer proficiency in Word, Excel, PowerPoint and Access.
• Experience working internationally preferred, ideally in Africa and (post) conflict settings
• Ability to work productively and impartially in a multi-cultural environment
• Willingness and ability to work in insecure environment and adhere to ARC security policies
• Successful track record of consistent personal achievement at both operational and strategic level, demonstrating ability to spot trends and issues, propose strategic solutions, make critical decision and deliver results
• Ability to form credible working relationships within a senior management team
• Demonstrable experience in taking initiative in leading on issues affecting the programs

KEY BEHAVIORS & ABILITIES

• Ability to work well under unstable security environments, and administrative and programmatic pressures.
• Demonstrated ability and flexibility to adapt to changing requirements.
• Ability to work independently in a rapidly changing professional environment
• Ability to work independently while being a strong team player.
• Appropriate supply chain background and experience.
• Strong organizational, interpersonal, and communication skills;
• A team builder with excellent people skills; culturally sensitive and have the ability and interest to identify and work with a multi-cultural team;
• Good negotiation skills and ability to settle disputes.
• Strong experience of providing a broad range of high quality HR policy advice (including disciplinary and grievance) to managers and staff.
• Experience of a flexible approach to managing and prioritizing a high workload and multiple tasks in a fast paced environment with tight deadlines.

How to apply:

Click here to apply