Overview
The Operations Manager supports planning and implementation of operational requirements (procurement, logistics, administration, and IT) of North East Syria (NES) programming and in the cross-border support office in Dohuk, KRI/Iraq.
Responsibilities
Responsibility Area: Procurement
- Oversee the development, implementation, and maintenance of all procurement requirements to attain operational excellence in meeting program requirements.
- Facilitate and coordinate sourcing strategies and ensure a comprehensive supplier base for the supply of goods and services, constantly researching to ensure a reliable and competitive vendor base.
- Negotiate supplier terms and conditions for the supply of goods & services, ensuring the optimal combination of cost, quality and delivery/lead time are met.
- Supervise and review supplier evaluations/bids analysis, requests for awards, purchase orders, contracts for services and other procurement documents, ensuring strict adherence to applicable procedures, accuracy and completeness of procurement supporting documents.
- Facilitate procurement audits and internal compliance reviews.
Responsibility Area: Logistics
- Oversee the management of all logistics matters relating to vehicle transport, generator, and fuel management, to ensure that vehicles are managed correctly, being driven safely, maintained appropriately, damages are reported, and ensure that vehicle equipment (tools, communications, etc.) are complete and serviceable; and that usage of fuel is correctly managed, logged and recorded.
- Oversee the contracting and opening of warehouses as required and ensure that all warehouses are operated in accordance with the relevant policies and procedures.
- Support and strengthen NES cross border operation’s procedures and policies as necessary for the effective management of the emergency supply chain, communication systems, and the logistics components of the program.
- In collaboration with program teams, coordinate all field-based logistics in support of active programming
- Identification of logistic needs and establishment of logistics structures, functions and systems across current NES Offices and new field locations if/when required.
Responsibility Area: Administration
- Ensure that the office requirements in NES and KRI are met, and that all departments receive adequate support in terms of office conditions, supplies and administration.
- Ensure the proper function of the guesthouses and hotel accommodation for guests and staff, and other facilities under the scope of the program (GBY & CP centers, etc).
- Manage inventory and assets, ensuring complete regular checks and all assets are accounted for.
- Ensure that the appropriate action is taken for all asset loses and disposals.
- Ensure that visitors and CHF staff receive timely and adequate support in obtaining visas and manage KRI residency applications and KRI/NES cross border facilitation requirements.
- Manage all rental leases in NES and KRI ensuring good relationships with landlords and other service providers.
Responsibility Area: Information Technology
- Manages the IT section and ensure that all the IT systems are functioning, networks maintained, and equipment serviceable.
- Ensure that IT is delivering high quality customer service, satisfaction and timeliness of technology projects and support that delivers value to CHF.
- Ensure that regular assessment of equipment and networks is conducted and provides reports to management as required.
- Ensure that data security is in accordance with CHF policy and where applicable local personal data protection law.
Other:
- Generate and disseminate complete, accurate and relevant weekly operations updated, and monthly procurement reports on user friendly, standardized templates to support project management in decision making.
- Lead in anti-fraud and corruption training and awareness of all operations staff.
- In collaboration with other departments, contribute to work plans, budget development and other deliverables as required.
POSITION SPECIAL RESPONSIBILITIES:
- Travel within NES is required up to 25% of time (depending on the security situation)
- Supervision of key national staff responsible for procurement, logistics, and administration
- Promote a culture of excellence, inclusion, learning, support, diversity, and innovation
Qualifications
- Undergraduate degree in a related discipline and a minimum of six years of related work experience or a minimum of ten years of related work experience.
- Member of a relevant professional association preferred
- Proficient in USAID rules and regulations; prior experience working on USAID funded programs preferred and other donors such as UN, FCDO (DfID), ECHO, etc.
- Experience working with local national staff and proven experience in building local capacity.
- Experience in working in humanitarian conflict zones and delivering program orientated solutions under tight deadlines.
- Experience in supporting food security, protection (GVB & CP), and agriculture sectors.
- Experience of implementing programming via remote management mechanisms.
- Experience in the MENA region (Syrian conflict) preferred.
- Excellent communication skills at all levels and always treat all persons with respect and dignity.
- Ability and willingness to reside at post in a secure guesthouse.
- Languages: Excellent English essential, also Arabic and Kurdish preferred.
- A passion for the mission and values of Cooperative Housing Foundation.