Operations Manager At African Initiatives for Relief and Development

The African Initiatives for Relief and Development (AIRD) is a non-political, non-religious and non-profit making NGO with Country Program Offices in Burkina Faso, Cameroon, Central African Republic, Chad, Democratic Republic of Congo, Ethiopia, Liberia, Niger, Republic of Congo, Tanzania, and Uganda. AIRD’s objective is to offer operational support, including but not limited to: supply chain, logistics, construction, infrastructure, environment, livelihoods and WASH in partnership with relief and development organizations that focus on disaster-affected and development oriented areas. AIRD delivers for and through partners including but not limited to UN Agencies, international and national donor organizations and governments.

AIRD has established its reputation and a successful track-record as an expert in Humanitarian Logistics. For nearly 15 years AIRD has been the main partner of the UNHCR in terms of humanitarian logistics, responsible for refugee transportation, warehouse management, fuel management, vehicle workshop and key assets management.

AIRD’s new vision, as defined by AIRD’s board, is to grow beyond humanitarian logistics, and play a key role in the long-term life conditions improvements not only of the refugees and host communities but also in the population at large, with a focus on the most vulnerable.

As such, AIRD is looking for an Operations Manager to lead AIRD Chad through this change process and retain its identity as a leader of humanitarian logistics but also establish itself as the partner of choice of donors, government and communities in stabilization and longer-term development initiatives such as WASH, Livelihoods, and the Environment. AIRD is looking for an exceptional leader with a solid knowledge of humanitarian logistics, together with experience of designing, securing resources for and managing longer term developmental initiatives at various levels. The overall responsibilities of the Operations Manager are divided into 2 main areas:

• 1. To manage, oversee, quality assure the logistic (fuel, fleet, warehouse, workshop) and supply chain operations of the country program office including any construction that may be taking place within the Program. S/he will create and oversee the implementation of tools utilized in the field with the aim of enhancing operational effectiveness. Identification of field operational solutions that will improve productivity is also part of his/her responsibilities. He/she also oversees the implementation of best practices in the field that are likely to make the overall supply chain of the organisation more efficient.
• 2. To support the CPD in growing the range of AIRD activities beyond logistics. He/she will actively contribute to defining and ensuring achievement of the program’s objectives while ensuring that AIRD programming remains appropriate, according to the situation, the context, and the overall Country Programme’s objectives. A key part of the role is also ensuring that the organization has adequate resources for growth via identifying funding opportunities and drafting quality proposals but also developing key contact at national level to understand donor priorities. He/she will also play a key role in the appropriate management of all resources in a transparent manner while ensuring and “value for money”. He/she will also ensure timely and accuracy of narrative report to the donors

General Duties

• · Ensure that all staff understand the Procurement and Logistics SOPs and ensure that both are fully implemented within the operation
• · Participation in the preparation of the program budget
• · Develop and maintain good relationships with all partners and potential donors in the area of operation
• · Take all necessary measures to motivate staff and build strong team spirit at all levels
• · Supervise support staff to improve quality and efficiency of administrative matters
• · Make monthly monitoring report to actively contribute to the narrative contractual, financial and other specific reports
• Endeavours to ensure that a strong and functional participatory management system is in place and that the image of AIRD in the country is consistent with AIRD’s mission, vision and values and protects AIRD’s interests and assets
• Maintains regular and transparent communication with CPD and CMT in a spirit of shared successes and joint problem solving

With regard to the workshop and fleet, the Operations Manager shall be responsible for:

• · Direct, mediate, support and lead all matters relating to the garage
• · Update, organize and define the objectives of staff in the garage by defining the responsibilities according to the activity level of the garage
• · Take appropriate actions to improve workshop performance in accordance with the expected results and available means
• · Implement and monitor workshop repair and maintenance activities
• · Ensure, during repair service, that a log book is updated every journey, is kept in each vehicle and is regularly scrutinized for accuracy and legibility. This includes verifying if all service periods are reflected on the log book
• · Efficiently organize and be transparent in the procurement of spare parts in the sub delegation
• · Ensure that the garage management procedures and those of the management of spare parts are properly implemented at all levels
• Oversee the distribution and management of fuel for the vehicles and generators
• Recommending service intervals for each vehicle
• Ensuring that maintenance is carried out timely, with due regard for the safety of all concerned and the operations expected by the client
• Ensuring that all garage operating costs connected to the vehicles are correctly and timely budgeted, accounted for and reported appropriately in accordance with project guidelines.
• Ensuring that vehicles managed in the garage move only with official permission, and only with persons authorized by management. That vehicle movement is controlled to produce effective and timely delivery of services to the client and beneficiaries
• Ensuring that road license on all vehicles is renewed timely, and that updated documents are carried in each vehicle
• Ensuring that third party insurance is affected timely, and that documents are maintained in each vehicle
• Ensuring that drivers comply with the laws of the country they are operating in at all times, and at all times act with courtesy, good manners and appropriate respect
• Ensuring that fuel for each vehicle is monitored, recorded and accurate reports submitted timely as required
• Make sure that drivers are properly informed of any new legislation, local bye-laws, project guidelines and other information relevant to their duties timely and effectively
• Ensuring that drivers and driver’s assistants are regularly assessed and mentored in their duties, health and behavior and that recommendations are made to management without delay
• Other work as delegated

With regard to warehouse and fuel management, the Operations Manager shall:

· Ensure that management of the warehouse and its items are monitored and properly distributed

· Ensure the management of the fuel is monitored and properly accounted for

• Ensure that management is made aware of any issues that the partner may have communicated with regard to the operation of AIRD in the country, so that timely action may be taken

· Ensure that the Country Program Director and/or the OIC have timely & accurate information regarding the operation

· Oversee the operations of the garage, fuel, and warehouses

With regards to growing the range of AIRD activities beyond logistics, the Operation Manager shall:

· Support the drafting of the country strategy, including growth strategy and targeted areas of expansion of activities

· Develop and maintain a strong network of contact with the donor community (for instance USAID, UK FCDO, AFD, World Bank, European Union) to be aware of latest funding opportunities and have a trustful relationship with donors and potential donors

· Identify key opportunities and produce concept notes and high-quality proposals, with support from the CPD, the Finance department and AIRD HQ. This is including the identification of activities were AIRD could provide a real “added value” to the donor or the consortium if relevant.

· Once proposal stage has been successful, manage the resources of the project under the supervision of the CPD according to the agreed grant agreement including but not limited to: HR, asset procurement, activities management, compliance, internal and external audit, donor relations and evaluations.

Required Languages

Must be conversant in French and English (written and spoken)

Minimum Qualifications

· A bachelor’s degree in project planning and management, international development International Relations or in a technical field

• · An advanced university degree in a relevant field is an advantage
• · At least 5 years of managerial or supervisory experience
• · Good working knowledge of warehouses and fuel systems is an advantage
• · Proficiency with computers including Microsoft Word, Excel, and Power point required
• · Willingness to travel as necessary, work the required schedule, work at different locations as required
• · Strong analytical, communication and problem-solving skills is necessary along with capacity to identify and articulate potential problems and provide possible solutions in concise and clear manner
• · Experience in working with international development partners, international nongovernmental organization (INGOs) and donors (in particular UNHCR experience) is an asset

Knowledge, skills and abilities

· Knowledge of program management, evaluation, and proposal drafting

· Knowledge of donor groups and/or issues related to the program area

· Experience in change management highly desirable

Personal characteristics

The Operations Manager should demonstrate competence in some or all of the following:

• Behave Ethically: Understand ethical behaviour and practices, and ensure that own behaviour and the behaviour of others is consistent with these standards and aligns with the values of the organization
• Build Relationships: Establish and maintain positive working relationships with others, both internally and externally, to achieve the goals of the organization
• Communicate Effectively: Speak, listen and write in a clear, thorough and timely manner using appropriate and effective communication tools and techniques
• Creativity/Innovation: Develop new and unique ways to improve operations of the organization and to create new opportunities
• Focus on internal and external Needs: Anticipate, understand, and respond to the needs of internal and external donors to meet or exceed their expectations within the organizational parameters
• Foster Teamwork: Work cooperatively and effectively with others to set goals and build teams, and make decisions that enhance organizational effectiveness
• Lead: Positively influence others to achieve results that are in the best interest of the organization
• Make Decisions: Assess situations to determine the importance, urgency and risks, and make clear decisions which are timely and in the best interests of the organization under the supervision of the CPD
• Organize: Set priorities, develop a work schedule, monitor progress towards goals, and track details, data, information and activities
• Plan: Determine strategies to move the organization forward, set goals, create and implement actions plans, and evaluate the process and results
• Solve Problems: Assess problem situations to identify causes, gather and process relevant information, generate possible solutions, and make recommendations and/or resolve the problem
• Ensuring value for money i.e., program/project monitoring
• Ability to work under hardship environment and with minimum supervision