Operations Manager (Re-advertisement)

General Summary and Background: The purpose of the Afya Ugavi Activity under the USAID Global Health Supply Chain Program – Procurement and Supply Management project is to address the supply chain and health commodity systems strengthening needs of the family health, malaria and HIV∕ AIDS programs within Kenya. This will be directed through technical assistance (TA) at both national and county level. The task order will support the Ministry of Health (MOH) Department of Family Health (DFH), National Malaria Control Program (NMCP), and the National AIDS and STI Control Program (NASCOP).

Principal Duties and Responsibilities (Essential Functions)

Operations:

· Oversee operations and project logistics of the Nairobi office physical spaces, general workspaces and ensure administrative staff perform efficiently.

· Assist with the organization of meetings and events on and off site as directed, which may include setting up of rooms, arranging catering and refreshments, ensuring the necessary equipment is in place and functioning, taking minutes where necessary, and the preparation of papers for distribution.

· Procure, maintain, and organize all office space supplies to meet work demands of Project’s staff and partners.

· Ensure that operational functions are established and maintained in accordance with Chemonics policies and procedures.

· Establish and maintain complete inventory and accountability of all Project’s property and insurance coverage in coordination with the Operations Director. This includes asset tagging and disposal.

· Ensure management of vehicle fleet is in line with the organization’s standards; ensure that appropriate allocation and safe use of vehicles is achieved throughout and ensure servicing and maintenance schedules are adhered to.

· Manage internal controls and security system to reasonably ensure the safeguarding of all Project’s inventory.

· Share travel itineraries/information with PMU on weekly basis via daily so that both FO/HO are aware of staff travel and so that appropriate evacuation/medical coverage is in place for travelers.

· Provide assistance in meeting deadlines, daily office functioning, and supportive supervision functions.

Human Resource and Compliance:

· Assist with HR compliance and documentation, recruitment needs by placing ads, reviewing CVs, organizing interviews. Prepare draft employment agreements and answer any questions.

· Ensure proper organization and timely filling of HR related documents in both hardcopy and in sharepoint.

· Support the review and managing of contracts with suppliers and staff and ensure compliance with Chemonics procedures and relevant country laws.

· Provide strong organizational leadership (on-the-job mentoring, coaching, capacity development, change management) for direct reports and you foster good relationships with and between partners and teams, supporting a positive organizational culture.

· Ensure Policy Manual templates are up to date, in use, and shared with all staff and that policies and procedures are being enforced per the manual and help answer any staff queries related to personnel/administration/finance on the project.

· Supervise the Project Assistants, Administrative assistants.

Procurement:

· Support in the review of Terms of Reference, and RFQs/RFPs, advertise and receive proposals for various procurements

· Support in the evaluation of proposals and selection of vendors/service providers for various services.

· Coordinate receipt of, and verification of documents for requisition of services to ensure adherence to procurement policies and guidelines.

· Support in the solicitations of quotations from suppliers and negotiate for best prices and value, review of and prepare of comparative bid analysis with recommendations & justification and facilitate approval

· Support in the vendor/supplier pre-qualification exercise & coordinate service tender/Request for Quotation (RFQ) processes.

· Liaise with Finance department to ensure timely processing of utility bills, goods and services payments, VAT claims and DA1 forms for procured goods & services (in case of tax exemption/refund claims).

· Any other assigned duties.

Qualifications and Salary

· University Degree in Business Administration, Procurement or Human Resource. Certification in HR will be a plus.

· Demonstrated knowledge of project management practices. Preferably five years’ experience with a USAID contractor in a similar role.

· Fluent English and strong writing skills required.

· Advanced skills in using word processing (Microsoft Word) and spreadsheet (Microsoft Excel).

· Demonstrated ability to live and interact in different cultures required.

· Strong organizational and management skills required.

Level of Effort and Location

This long-term position will be based in Nairobi, Kenya with intermittent local in-country travel

Supervision

The Operations Manager will report to the Activity’s HR and Operations Director or designee.