Operations Manager

TITLE: OPERATIONS MANAGER

TYPE: JOB

DEPARTMENT: OPERATIONS

HIRING MANAGER: COUNTRY DIRECTOR

SUPERVISOR: COUNTRY DIRECTOR

LOCATION: NAIROBI

(Renewable contract subject to availability of funds and performance)

GRADE: 9

POSITION SUMMARY:

HIAS seeks to recruit an Operations Manager who will be responsible for the strategic direction and leadership for the operations. This role is to effectively and efficiently manage the development and directions of the operational team to drive the growth, technical productivity and promote high quality customer satisfaction while building relationships and ensuring the integration of strategic plans with company operations. As a member of senior management, the Operations Manager is responsible for but not limited to key responsibilities of strategic oversight, development and implementation of policies and procedures and resource management.

ESSENTIAL FUNCTIONS:

• Manage reliable and cost-effective operations and effective implementation of the strategies of HIAS Kenya towards the right direction, including supervision of Administration, Information Technology, Procurement, and logistics.
• Develop, implement and review operations processes and procedures.
• Supports the program team on timely provision of operations support at a higher level of standards.
• Ensures operational compliance of rules and regulations specified by the Government and donors.
• Support developing budgets, financial management and planning for operations activities of country programs as an integral part of program proposal development and country level budgeting.
• Advice on operations strategies, policies and plans affecting operations, program deliverables and staffing.
• Analyzing HIAS Kenya operating environment in the country and adjusting operations and providing advice on contextual changes.
• Maintain regular controls on operations budget and identify any exceptions or possible implications of under / overspending in a timely manner.
• Promote cross-department collaboration and communication between operations, programs, HR, Finance, Safety and security and other teams.
• Promote continuous organizational learning culture with the empowerment of individuals and teams with the identification of learning needs. Create learning opportunities and ensure access to available learning resources.
• Develop, implement and review appropriate operations policies and procedures that comply with HIAS policies and procedures such as the Procurement, logistics, IT and with donor rules and regulations.
• Manage HIAS Kenya contracts and act as principle point of contact for all internal and external matters relating to operations in coordination with country management.
• Effective and efficient resources management in administration, procurement, logistics and IT on the achievement of the following results:
• Oversight of HIAS Kenya assets and maintenance of asset register including periodic review, update and facilitating insurance of new assets.
• Develop the capacity of the team, deepen understanding of their roles and assist with career development.
• Promote accountability, communicate expectations, and provide constructive feedback informally and formally to the teams via regular one on ones and performance reviews.
• Manage the morale in the department by setting and demonstrating a strong business ethic for dealing with employees, suppliers and customers.

QUALIFICATIONS & REQUIREMENTS:

• A bachelor’s degree in business administration, operations management, or a related discipline
• Master’s degree in business administration of relevant field
• Minimum of 7 years’ experience as an operations manager or similar role in a humanitarian, corporate or development sector, including experience in operational support and developing strategies.
• Sound knowledge of administrative, logistics and procurement procedures is highly desired.
• Strong interpersonal skills and ability to establish and maintain effective working relationships with colleagues in a diversified multi-cultural and multi-ethnic working environment.
• Skills in managing, organizing, planning and implementing assigned tasks under pressure of frequent and tight schedules.
• Demonstrated analytical and problem-solving skills in handling management and coordination issues at country program level.
• Effective verbal and written communication, organizational, prioritization and Microsoft Office applications.
• Proficient in oral and written French skills required; proficiency in English is also required.

DISCLAIMER:

This job description is intended to describe the general nature and level of work being performed. It is not an exhaustive list of all responsibilities, duties, skills required or permanent location. Location is subject to change based on programmatic needs. Flexibility is essential as we grow and develop. The successful candidate must be comfortable in a fast-paced, changing work environment with many crucial deadlines. All team members may be required to perform duties outside of their normal work hours of responsibilities as needed.

SAMPLE HIRING PROCESS:

We are committed to a fair and respectful hiring process, and we do our absolute best to respond to every applicant. We prioritize communication and transparency with all candidates, even those who are not moving forward. Here’s a snapshot of our hiring process:

Step 1: Submit your application!

Step 2: Phone screen with a Human Resources staff person.

Step 3: Interview with the hiring manager.

Step 4: Interview with a panel of HIAS employees.

Step 5: Reference check.

Step 6: Offer and background check.

Step 7: Start your professional journey with HIAS!

Note: Some of our hiring processes may vary, and not all candidates will advance to each step.

ABOUT US:

Over one hundred years ago, the Jewish community founded HIAS (originally the Hebrew Immigrant Aid Society) in New York City, the immigrant gateway to America. Supporting Jews fleeing persecution and poverty in Eastern Europe, our founders were guided by the traditions, texts and history of the Jewish people—a history of oppression, displacement and diaspora. HIAS has since helped generations of Jews facing violence because of who they were, and HIAS remains committed to helping Jewish refugees anywhere in the world. Today, our clients at HIAS come from diverse faiths, ethnicities and backgrounds, as do our staff. We bring our experience, history and values to our work across five continents, ensuring that refugees today receive the vital services and opportunities they need to thrive.

HIAS is a learning community, committed to diversity and inclusion. We do our work with integrity, accountability, transparency and commitment to the highest ethical standards. We seek employees from diverse backgrounds and life experiences to join our teams located in the United States and across the globe. People who identify as BIPOC, people with disabilities, people from the LGBTQ+ community and people with lived experiences of forced displacement or immigration are all encouraged to apply. We are committed to building a diverse workforce that reflects our vision, mission and values.

VISION:

HIAS stands for a world in which refugees find welcome, safety and opportunity.

MISSION:

Drawing on our Jewish values and history, HIAS provides vital services to refugees and asylum seekers around the world and advocates for their fundamental rights so they can rebuild their lives.

VALUES:

Welcome • Acogimiento • Hospitalité • הכנסתאורחים (Hachnasat Orchim)

We Welcome the Stranger

Justice • Justicia • Justice • צדק (Tzedek)

We Pursue Justice

Empathy • Empatía • Empathie • חסד (Chesed)

We Approach our Clients with Empathy

Partnership • Compañerismo • Coopération • חברותא (Chevruta)

We Believe in Changing the World through Partnership

Courage • Coraje • Courage • אומץ (Ometz)

We Act with Courage to Build a Better World

Resilience • Resiliencia • Résilience • רוח (Ruach)

We Adapt and Thrive, Continuously Demonstrating our Resilience

DIVERSITY:

HIAS is committed to a diverse and inclusive workplace. All qualified applicants will be considered for employment without regard to race, color, national origin, ethnic background, ancestry, citizenship status, religious creed, age, sex, gender, sexual orientation, physical disability, mental disability, medical condition, genetic information, marital status, registered domestic partner or civil union status, familial status, pregnancy, childbirth, military status, protected veteran status, political orientation or other legally protected status.

SAFEGUARDING:

HIAS is committed to the protection of children, vulnerable adults and any other person from any harm caused directly or indirectly due to their coming into contact with HIAS. We will not tolerate sexual exploitation, abuse or any form of child abuse or neglect by our staff or associated personnel. Any candidate offered a job with HIAS will be expected to sign and adhere to HIAS’ Code of Conduct and Safeguarding policies. All offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records. HIAS also participates in the Inter-Agency Misconduct Disclosure Scheme. In line with this Scheme, we will request information from job applicants’ previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. Likewise, HIAS will share this information when other organizations inquire about current and former HIAS staff as part of their recruitment process. By submitting an application, the job applicant confirms their understanding of these recruitment procedures.