Operations Manager for Peru and Ecuador

JOB OVERVIEW

The Operations Manager for Ecuador and Peru will report directly to the Country Director and is responsible for leading and managing the operations teams in the Country Program, ensuring that they are fit for purpose and responsive to the needs of the IRC programs. The Operations Manager is expected to contribute to high levels of teamwork and cross-departmental and cross-sector collaboration. Through his/her leadership, Operations teams will support program execution, driven by results and guided by data analysis, problem identification and problem solving.

Responsibilities:

Management and strategy

Contribute and actively participate in management and leadership platforms, such as country leadership team and country management team, and also, ensure quality and meaningful participation of operations teams in strategy related activities.

Supply Chain and Information Technology:

• Review key/routine reports, (OPS Score cards, Integra and PBI tools and reports, Procurement and Distribution plans, Closed grant, and expired inventories) and provide feedback and recommendations to mitigate any potential risk.

• Support and manage the Supply Chain Team to provide timely, effective, and compliant services and support with procurement, transportation, warehousing, and facilities aligned with program requirements in both countries Ecuador and Peru.

• Support processes and ensure compliance with IRC policies and donor regulations.

• Oversee contract review to ensure validation and compliance by the Regional Unit and HQ.

• Ensure and coordinate Integra functioning processes related to Procurement, Pharmaceutical Quality Assurance, Inventories, and assets.

• Uphold and promote IT Standards and policies regarding security, equipment, Internet bandwidth and network infrastructure and ensure and monitor compliance that the Country Program complies.

• Ensure that all equipment and assets purchased for use within the Country program comply with established licensing requirements.

• Coordinate with programs and partnerships the necessary support from different local partners and ensure a good level of monitoring and following with all of them.

Transportation and asset management

• Oversee transportation management and movement plans of staff to carry out activities.
• Ensure that all systems are in place to account for transported goods and that IRC Warehouse procedures are followed.
• Ensure proper monitoring of all IRC assets used by each of the programs across both countries, in accordance with IRC rules and procedures.
• Plan and control quarterly inventories and ensure that there is an effective inventory maintenance system.

Ensure the smooth running of the IRC Ecuador and Peru offices, which includes:

• Ensure that stocks of office supplies and cleaning materials are available, and that office equipment is functioning properly, including IT equipment.
• Initiate the process for operating records and keep them updated for each of the IRC countries (operating permits in Ecuador and Peru).
• Coordinate the preparation and hosting of visitors, meetings, events, air tickets, transportation logistics among others.
• Participate in the search process for leases for offices and residences for international staff.
• Ensure timely payment of invoices for communications services and utilities (electricity, potable water) for the IRC Ecuador and Peru offices and international staff residences.
• Manage the offices and supervise the cleanliness and orderliness of the workspaces to ensure an appropriate environment.
• Maintain a record of rental contracts and process payment according to the agreement.
• Provide administrative assistance to IRC staff as needed.
• Serve as Ecuador and Peru’s administrator of INTEGRA’s purchasing and supply platform and provide appropriate maintenance as needed.

Planning:

• Manage the maintenance plan for IRC offices.
• Manage the maintenance plan for IRC’s fleet of leased and owned vehicles.
• Manage the maintenance plan for IRC’s technology equipment.
• Manage the preparation and execution of the operations budget.
• Manage selected performance indicators for IRC.
• Coordinate with the program team the development of the procurement plan.

Staff Supervision:

• Provide supervision to operations and administration staff: Field Managers, Supply Chain Officer, Administrative Assistant, Administrative IT Assistant, Logistics and Operations Assistant and General Services Assistant.

• Supervise and manage operations staff throughout both countries.

• Practice excellent human resource management, supporting the hiring process, development, promotion, and retention of a motivated team of qualified and experienced personnel.

• Provide feedback through regular performance reviews.

• Ensure that all staff comply with the IRC Way and other human resources policies and procedures.

• Design and implement a capacity building program for the entire supply chain and program staff designed to strengthen the capacity for autonomous action.

• Ensure all operations staff are aware of and comply with IRC policies for procurement, asset and inventory management, and vehicle and equipment management, so they can clearly share this information.

Budget and Finance:

• Monitor sections of supply chain and operations budgets
• Review annual operative budgets for both countries and actual expense reports and provide feedback to Country Director and DDF.

Reporting:

• Prepares/revise monthly supply chain reports.
• Prepares/revise report of assigned technological equipment (semi-annually and when required by headquarters).
• Prepares/revise cycle counts and annual inventory report.
• Prepares/revise report of assets and properties of specific projects.
• Maintain the “Country Operating Scorecard” updated.

KEY WORKING RELATIONSHIPS:

• Position Reports to: Country Director
• Position directly supervises: Field Manager, Supply Chain Officer.
• Other Internal and/or external contacts:
  • Internal: DDP, DDF, Program Managers, HR Officers, Partnership Officers and Grant team, Finance Managers, Security Officer, Security Manager.
  • External: Local authorities, Local communities

REQUIREMENTS

Education:

Professional with a degree in: Business Administration, Accounting and Finance, Industrial Engineering or related careers.

Work Experience:

Minimum of 5 years of experience in operations and/or project management preferably in Ecuador/Peru or elsewhere in Latin America.

Demonstrated Technical Skills:

• Strong written and oral communication skills, effective in representation and liaison with external parties.

• Interpersonal qualities: Works well in and promotes teamwork, flexible and able to handle pressure with professional grace.

• Proven leadership quality. Ability to provide guidance while promoting a supportive and open work environment.

• Professional fluency in spoken and written English is required.

• Permission to reside and work in Ecuador and Peru or ability to receive permission.

• Experience of managing oversight of logistics, procurement, administrative and financial functions, ideally as part of the management of program base.

• Excellent inter-personal and problem-solving skills and proven ability to negotiate with a wide range of people (internally and externally).

Demonstrated Managerial/Leadership Competencies:

• An appropriate balance of strategic thinking and doing skills
• Strong methodical planning and organizational skills
• Strong leadership, interpersonal and communications skills
• Strong analytical, presentation, and reporting skills
• Excellent relationship-building, interpersonal skills, and the ability to effectively represent IRC at forums and with donors.
• Strong negotiation skills essential with experience in conflict resolution desirable.
• Superior oral and written communication skills, with ability to express ideas and concepts clearly and persuasively with senior internal and external stakeholders.
• Experience of working successfully with local stakeholders such as local and international NGOs, government, etc. with sensitivity and diplomacy.
• Proven ability to design and lead training engagements with staff and partners to enhance skills and adapt to changing program demands.
• Mature and structured approach to team management and project delivery.
• Positive attitude to work, self-reflective, motivated, inspired, collegial.
• Proven ability to work well in and promote teamwork, thrive in a multi-cultural environment, be flexible and handle pressure with professional grace.
• Strong commitment to IRC’s mission, purpose, and values

Computer/Other Tech Requirements:

• Full professional competency in Microsoft Office Suite, especially Word, Excel, Outlook, and PowerPoint.
• Experience with statistical and data management software.

Ability to Travel: 50 – 60% within the countries and globally for workshops and conferences.