Job Description
Reporting to the Country Director, The Operations Manager will always provide logistical and administrative support to the project and non-project teams within the SNV Kenya program. The Operations Manager is part of the Country Management Team (CMT) and is responsible for providing operations support in the country, to ensure the availability and quality of procurement, administration, logistics, IT, safety & security, legal services, and to fully support SNV’s country operations.
Working closely with the Country Director, the Operations Manager ensures timely and compliant implementation of procurement and contracts, IT, safety & security, administration and logistics operations. The incumbent will be responsible for the management and oversight of all government relationships, including reporting. As a member of the CMT, s/he is responsible for the timely reporting of department activities.
The Operations Manager is responsible for ensuring the country and project teams are compliant to SNV’s policies and procedures, legal, tax and donor contractual requirements, and ensuring oversight of country governance, compliance, and risk, as well as contracting and procurement, project execution and country logistics practice.
The successful Operations Manager will have the ability to maintain high integrity in performing assigned responsibilities and ensure smooth process flows. S/he is able to work with diverse teams, think on his/her feet and solve problems while maintaining a balance between program implementation and compliance with SNV Kenya and donor policies. S/he will be an experienced master coordinator.
Responsibilities
Country operations delivery – Oversees the management of operations in Nairobi and three satellite offices. Ensures effective operations of all administrative and operational functions, compliance (internal and external) in the SNV offices and effective support to all the projects. This includes safe and reliable logistics and fleet management, procurement, asset management, inventory and warehouse management, ICT support and legal. Ensures integrated process delivery, optimising the use of guidelines and procedures within projects and/or a field office, and anticipates delivery challenges to ensure service continuity. Informs internal units and projects regularly on operations and support progress and helps to ensure that the country is aligned to the SNV Code of Conduct/integrity.
Office Administration and management – Manages stock of office supplies, office equipment and furniture; Allocates SNV owned laptops, mobile phones, data modems, including maintaining an up-to-date register; Ensures logistics staff track renewals of insurance and licenses for SNV-owned vehicles and instigates the procedure for getting documents renewed in a timely manner; Maintains office and equipment to ensure a safe and clean working environment; Manages annual service contracts, rental agreements for international assignment staff and offices and insurances.
Risk Management – Serves as the liaison to legal counsel, provides guidance to the Country Director and Country Management Team on matters related to tax, insurance, and business processes.
Procurement and Contracting – Provides managerial oversight of the procurement and contracting teams for the country. Supports the team to develop and maintain the infrastructure within which country team procurement and contracting processes take place in accordance with donor and corporate standards. Provides advice to relevant stakeholders to support efficient and compliant procurement and contracting. Supports contracting and procurement processes for country.
Logistics and Travel – Coordinates logistics and travel for visitors and staff; Manages SNV Kenya’s vehicles, ensuring that all are safe and road-worthy, have proper on-board vehicle documentation. Supervises drivers directly.
ICT Services – Responsible for establishing and maintaining ICT solutions that support SNV’s operations and supporting functions.
Process development – Identifies, proposes and implements organisation and process improvements, in line with the organisation’s needs and requirements and external developments.
Government Liaison and protocol management – Acts as focal point with management oversight of government relations and operational approvals at national and regional levels. Ensures that government related documents/requirements like permits and licenses are obtained timely.
Safety & Security Management – Acts as the Country Security Focal Point (SFP), develops and operationalizes the Security Management Plan and guides the Risk Management Team to ensure the implementation, accuracy, and relevance of security planning. Monitors the safety and security environment, analyzes context, reports incidents, provides briefings, and supports the security management of the country.
Supervisory Responsibility
Procurement Officer, Drivers in Nairobi (Directly), Support Officers, Outsourced service providers.
Accountability
Reports Directly To: Country Director
Works Directly With: Procurement, The Project teams, Finance team and Operations team
Qualifications
A seasoned professional with a master’s degree in a relevant discipline, such as operations/logistics management, public management, or international development
Proven track record with over 10 years in leadership positions of which at least 5 years in managing professional teams.
Professional qualification and certification in Office Management or Procurement and Supply Chain from a recognized institution is an added advantage.
Solid management experience of donor compliance, organisational risk management, contracting and procurement, project execution processes and security management.
Experience in project based organisational models with multiple financing sources is desirable.
Clear communicator including writing skills in English.
A strong, insightful and influential leader who can drive processes in a decentralised, matrix environment.
Ability to operate at different levels and to translate strategy into action.
Strong people skills and willingness to provide hands-on support when needed.
Energetic, highly motivated, with an enquiring mind and passion for excellence and innovation in pursuit of business growth and success.
Demonstrated hands on application of and support on procurement process and procedures.
Excellent verbal and written communication skills.
Demonstrated attention to detail, ability to multitask, follow procedures, meet deadlines and work independently and cooperatively with team members.
Ability and willingness to travel to field locations and operate comfortably in these areas.
Commitment to Gender Equity and Social Inclusion (GESI) at all levels.
Experience with SAP will be an advantage.
Apply via :
jobs.smartrecruiters.com
