Operations Technical Advisor At Carter Center

Overall purpose of the role:

The incumbent will provide technical support to CGWEP with the responsibility for the operations functions across Chad including supply chain, procurement, assets, houses, and fleet management. The Guinea worm Eradication Program in Chad is based in N’Djamena with decentralized field bases.

Tasks and Responsibilities

A. OPERATIONS MANAGEMENT

1. Operations TA will be responsible for ensuring all necessary operations of the program. The Ops TA is in charge of the regular running and/or set up of the base and field base including management of the operations team. The Operations TA must coordinate with administration, HR, and program field staff.
2. Participate in program planning and advising on operations considerations.
3. Provide operational support to the field offices, as well as advice on application of operations management best practice, systems, and procedures.
4. Take initiative in management improvement for the operational functioning.
5. Ensure the implementation, monitoring and evaluation of new initiatives and procedures related to operations.
6. Conduct special management reviews and/or follow-up on audit observations to assist in the improvement of office procedures and practices related to operations.
7. Ensure a safe, respectful, efficient, and effective Opsistic team- work environment while building a sense of team by giving all staff the opportunity to grow professionally.

B. PROCUREMENT MANAGEMENT

1. Operations TA will ensure the proper functioning of supply chain including procurement planning, purchasing of goods and services, their transport and storage.
2. Support the staff in handling of all procurement.
3. Ensures product technical information to be used by program in ordering process are maintained and documented/archived.
4. Provide overall supervision and coordination for supply chain with operations officers (Opsistician and compound manager). Specific duties will include the following:

a. Serve as primary approving officer for office supply requests;

b. Ensure office supply requests follow proper protocol;

c. Track non-available items and submit weekly request, if necessary, to CR/CRA;

d. Coordinate all incoming and outgoing shipments while always prioritizing field technical

needs;

e. Track shipments in process; and investigate and report on any discrepancies between waybills and received items.

1. Serve as the procurement officer, establishing a procurement system and ensuring that all purchases for the organization are done transparently and fully in-line with established procurement manual at all times.
2. Ensure constant availability of running supplies/services/works such as fuel, office supplies, transportation means, Abate kits and other supplies needed by the field teams. etc.

C. WAREHOUSE AND ASSETS MANAGEMENT

1. Ensure appropriate storage and stock management standards across the country
2. Ensure TCC-supported programs maintain accurate inventories of all physical resources through the following:

a. Ensure stock delivered to supply hub is verified upon delivery;

b. On a weekly basis, ensure through physical checks that stock cards or other documentation of inventory items are up to date and weekly inventory is submitted by the warehouse keepers. Any discrepancies between stock cards/inventories/waybills and physical counts must be reported weekly to the CR/CRA;

c. Ensure inventories, stock included, accurately reflect all tools/stock database and equipment;

d. Ensure system of internal asset control including a properly documented waybill system;

e. Verify inventories on a weekly basis and ensure inventories are disseminated in a timely

fashion; and

f. Along with the relevant field operations officers, maintain effective asset controls and tracking for all staging areas in the program area of responsibility.

1. Manage periodic inventories, stock clearance and investigations over discrepancies. Verify that TCC assets, materials and supplies are being used in an honest and transparent fashion.
2. Assist the CR to establish policies and procedures for transportation, procurement and operations management TCC supported programs by providing direct, day-to-day management and oversight of the aforementioned areas.
3. Manage traceability & reconciliation between orders, deliveries, stock cards and distribution to the end user and liaise with the warehouse officers for problem solving.
4. Maintain an up-to-date asset inventory, including proper asset labelling; investigate and document any loss or damage.

D. FLEET MANAGEMENT

1. Directly supervise the field staff to ensure the following:

a. Drivers follow established policies and procedures;

b. Management of fleet of vehicles including supervision of vehicle documentation, vehicle registration, monthly fuel consumption and maintenance.

c. Support and organize weekly vehicle movement planning and staff movement; transport

decisions are taken with technical (field) considerations taking priority;

d. Operations are properly established to ensure field needs are met immediately.

e. The CR/DCR are immediately aware of all transport or operational needs threatening the ability of technical staff to do their jobs in a properly manner;

1. Supervise the maintenance of Codan Radios and verification of field usage.
2. Supervises the organization, planning, and maintenance of the vehicles, motorcycles, and bicycles.

E. HOUSING

1. Supervise the control of furniture, fixtures, and equipment in TCC buildings.**
2. Ensure proper working & living conditions for all staff in each TCC premise, at all times, by maintaining an efficient general services approach.

F. OTHER

1. Work cooperatively and harmoniously with government officials and TCC colleagues to strengthen TCC-supported programs in every way possible.
2. Represent the Carter Center with pride, integrity, professionalism, humility, respect for persons, and sensitivity to local culture and traditions. Be constantly aware that you represent an organization founded by a former President of the United States who believes in working aggressively and harmoniously to assist and strengthen health service delivery.
3. Work daily with awareness that the TCC works in support of the Chad Guinea Worm Eradication.
4. Other duties as required and/or assigned by the CR/DCR of the CGWEP.

COMPTENCES AND SKILLS

The successful applicant will have:

1. Substantial experience in Operations Management, preferably in an INGO environment overseas and/or similar operating context in Chad.
2. Experience in supply chain and procurement, assets, fleet management with emphasis in mechanics, and housing management.
3. Knowledge of communications and technical equipment, and experience managing staff.
4. The ability to manage their own workload, work to strict timeframes and deal with complex issues.
5. Cross-cultural skills, strong written and communication skills, and the ability to relate well to people.
6. Fluent in both English and French.