Position Summary:
The Director of Operations is responsible for managing fast-paced operations and procurement processes, supporting international development activities in some of the most remote areas of Somalia. S/he must have extensive knowledge of USG (United States Government) – notably USAID – funded projects and applicable regulations governing the procurement and operations processes. Specifically, s/he will supervise and/or implement the necessary processes to ensure the timely and compliant purchase and delivery of supplies, equipment and subcontracts for program activities implemented under TIS+. Activities include a mix of national and international short-term technical consultancies; direct delivery of goods and services (DDGS) to local recipient organizations and institutions; and in-kind activities (grants)/grants under contract (GUC). Many activities also involve small-scale infrastructure rehabilitation and construction in rural areas of Somalia. The Director of Operations will manage the Request for Proposal or Quote (RFP/RFQ) process, contract preparation and execution of contracts. Other duties include the supervision/continual improvement of procurement, supply management and information systems to monitor and track costs of materials, goods and services in order to control expenditures; as well as ensuring efficient use of organizational resources. Job responsibilities include the supervision of program operations. The position – reporting to the Chief of Party – will require close coordination with partners, recipients and/or beneficiaries to accomplish program objectives.
S/he will work closely with the Finance and Administration Manager and program staff in the Kenya and Somalia offices. Where necessary, s/he will coordinate with USAID/East Africa, Somalia Office and other program partners in Somalia. S/he will oversee the daily administration of the program, including application and renewal of country registrations, office leases and office maintenance. S/he will be responsible for asset management, human resources, information technology, logistics, /transportation and security management. In this capacity, s/he will: maintain TIS+ inventory of procured equipment, in accordance with USAID and DT Global rules and policies; oversee TIS+ grant nonexpendable and expendable tracking and reporting (including asset reporting and disposition of assets); supervise national staff recruitment, documentation, orientation and performance appraisals; manage security systems, procedures and staff orientation and training, as needed. Additionally, s/he will oversee security management procedures, staff training and performance of all security service providers for the Nairobi office and Somalia field offices, oversee production and regular updating of security management plans and daily security management of all TIS+ staff.
The Director of Operations reports to the Chief of Party.
Primary Responsibilities:
Compliance and Procurement
Ensure compliance with USAID regulation and procedures, for all TIS+ program procurement and logistics.
Ensure all approved purchase requisitions are processed in timely manner and recommend the most appropriate method of procurement.
Explore, and implement innovative ways to streamline TIS+ response to grantee procurement needs for in kind grants (e.g., blanket purchase orders, use of local markets, decentralized procurement staff, and project procurement packages).
Verify detailed tender specifications and performance standards with the program and the operations teams to facilitate procurement of equipment, goods and services in strict compliance with the approved policy as well as the relevant donor requirements.
Ensure that the program is requesting and receiving customs exemptions for international procurements, where appropriate and applicable.
Ensure that all steps of DT Global’s procurement procedures are followed consistently-and that those procedures are kept up to date with relevant regulations of DT Global and of USAID.
Ensure that appropriate measures are in place to prevent and/or detect incidence of fraud, collusion, or corruption in procurement practices.
Security
Maintain reliable relationship with DT Global security teams on expatriate staff travel, incident reporting, and security management, ensuring all appropriate documentation is in place in a timely manner.
Oversee security management procedures, staff training and performance of all security service providers for Nairobi office and field offices.
Oversee production and regular updating of security management plans.
Oversee daily security management of all TIS+ staff movements.
Oversee security vetting of potential TIS+ staff, STTA and subcontractors.
Regularly review and as needed, work to improve physical security standards at TIS+ offices.
Supervise staff and consultants working on security issues, (e.g. Senior Operations & Security Specialist)
Logistics
Oversee all TIS+ vehicle use and maintenance, in accordance with USAID and DT Global rules and policies.
Oversee transport of goods to field locations, ensuring reliable tracking and reporting systems.
Oversee timely, secure, and compliant responses to staff travel and accommodation needs.
Finance and Administration
Oversee the application and renewal of the country registrations.
Oversee all office leases, renewals, relationships with landlords and ensure timely payments.
Oversee office maintenance and cleaning service providers for all TIS+ offices; Asset Management.
Maintain TIS+ inventory of procured equipment, in accordance with USAID and DT Global rules and policies, and assist in tracking and updating all non-expendable equipment in OneSource.
Oversee TIS+ PIKA (grants) NXP tracking and reporting.
Oversee annual asset reporting and disposition of assets procedures and documentation.
Oversee and work with the Finance Manager in preparing the monthly FOER and assist with ensuring proper backup is included for project expenses.
Ensure all vendor payments are in compliance with program and operations budget line items.
Human Resources
Oversee all work permit and visa issues for international staff.
Supervise and work with the Human Resources and Administration Manager to oversee all national staff recruitment, documentation, orientation; ensure performance appraisals are completed in a timely manner; and suggest revisions to SOW or Job Descriptions, as needed.
Ensure all HR documentation is filed in One Source and complies with documentation audits.
Provide training to staff, on an as-needed basis.
Information Technology
Oversee IT service providers for all TIS+ offices.
Oversee information security management systems, procedures and staff orientation and training as needed.
Budget DevelopmentProvide reliable pricing information (local, regional and international sources) and establish funding requirements for goods and services to be procured and delivered.
Grants/Activity ManagementOversee all procurement activities, ensuring compliance with USAID rules and regulations as they pertain to grant under contract management.
CoordinationEnsure efficient coordination with grantees, partners, local authorities, UN/INGOs as relevant.
InfrastructureOversee the Request for proposal (RFP) development and implementation process.Oversee construction contract preparation and provide QA/QC over contract implementation.
Education:
Must have a minimum of a Bachelor’s degree in international development, international relations/affairs, business, management, finance, or a related field. A Master’s degree is preferred.
Minimum Qualifications:
Must have five (5) years of experience working in an operations management capacity on projects of a similar scale and scope, including experience in US Government policies and procedures, with regards to: procurement processes, logistics, systems, HR management, and administration.
Demonstrated security management experience, M/S office expertise, previous experience working in a fragileâ€state context and demonstrated ability to communicate effectively in English, both verbally and in writing required.
Prior East Africa region experience desirable.
Somalia language skills desirable. **Working Arrangements:**The Director of Operations reports to the Chief of Party. This position will be based on Nairobi, Kenya, approximately 50% of the time will be spent in Somalia.
What We Value:
Autonomy and proactivity around driving work to completion in the face of ambiguity and challenges;
We value high-performing creative individuals who dig into problems and opportunities;
We value individuals who are team players and interact positively with colleagues and clients;
Demonstrated ability to identify and solve problems individually and as part of a team, while respecting individual team members’ roles, strengths, and communication styles;
Strong organizational and communication skills, the ability to perform effectively within tight deadlines.
We thank all applicants for their interest. Only short-listed candidates will be contacted.
DT Global is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, veteran status, gender identity, or national origin. DT Global prohibits discriminating against employees and job applicants who inquire about, discuss, or disclose the compensation of the employee or applicant or another employee or applicant.
