Senior Manager Operations – Liberia and West Africa sub-region

Conservation International protects nature for the benefit of humanity. Through science, policy, fieldwork, and finance, we spotlight and secure the most important places in nature for the climate, biodiversity, and for people. With offices in 30 countries and projects in more than 100 countries, Conservation International partners with governments, companies, civil society, Indigenous peoples, and local communities to help people and nature thrive together.

POSITION SUMMARY – This position is based in Monrovia, Liberia

The Senior Manager Operations for Liberia and West Africa Sub-region is responsible for leading and managing a comprehensive array of Operations, Administration, Human resources, and Security services for Conservation International initially for the Liberia program and eventually the different offices that will open in West Africa Sub-Region.

The position scope is Procurement/Logistics, Security Operations, human resources management, support of Legal Counsel in the region, and Information Technology teams (both in the Region and Headquarters) to ensure the development and implementation of administrative/operations strategies in the West Africa region.

RESPONSIBILITIES

Oversight role

• Under Conservation International general policies and regulations, lead and oversee Liberia and eventually the West Africa sub-regional Operations and administrative functions/services ensuring that a cohesive and productive team is in place and a high‐level service standard is achieved.
• Lead cost/benefit analysis activities in the Sub-Region, formulate and implement necessary measures including cost-saving and operational efficiency improvement opportunities.
• Oversee Conservation International operations to ensure compliance with respective host countries requirements and monitor the proper use of privileges and immunities extended to Conservation International.
• Contribute to redaction of the administrative annual reports on project activities and achievements for submission to the host governments to maintain good standing with host West African Governments.
• Contribute to the development, ensure the adaptation and implementation of CI general policies and regulations in the Liberia and Sub-Regional countries of action.
• Actively participate in the planning and review of Liberia and sub-regional operations as a member of the regional operations team.
• Facilitate management of risk in areas in CI operation in Liberia and West Africa programs by working with other stakeholders to identify and mitigate threat to avoid or lessen losses to the organization.
• Focal point for Safety and Security for Africa Field Division’s West Africa Sub-region for all CI staff and equipment, ensuring that staff operate in a safe working environment and the duty of care responsibility of the organization is always enhanced.

Procurement of goods and services

Under CI general policies on the acquisition of goods and services in collaboration with the Africa Field Division Operations unit the incumbent will:

• Manage the entire procurement process for local and international purchases and recruitment and supervise /service providers consultants for efficiency and cost-effectiveness‐‐ includes procurement planning, short‐listing of vendors, solicitation, and evaluation of bids, contract award, contract management, and management of relationships with suppliers and consultants.
• Provide guidance, advice, and support to staff in Liberia and the West Africa sub-region on policy and operational issues related to procurement and contracts.
• Develop a procurement plan in collaboration with the different project leaders, administrative assistants, and unit heads in Liberia and the sub-region.
• Implement internal controls and procedures designed to ensure strict compliance with CI procurement guidelines.
• Ensure that the Liberia and the West Africa subregion office hosts and maintains an up‐to‐date vendor listing for the supply of goods and services and constantly. research to broaden and ensure a vendor base which is not only reliable but of high quality and competitively priced.
• Analyze and evaluate information regarding vendor’s performance with regard to quality, prices, delivery, and procurement performance in respect of CI requirements.
• Organize and prioritize purchases according to the nature of the request (Urgent, small items, international purchases, services, etc.), assign appropriately for action and review.
• Coordinate and manage the operations of the Procurement Committees in Liberia and the sub-region, and lead the negotiation process for all major purchases.
• Initiate and handle all insurance claims against the carrier or otherwise for purchases damaged or lost, and the processing of all related documents until final settlement.
• Support the audit process by providing information to auditors related to procurement and logistics matters.

Assets Management

• Manage Fixed Assets ensuring purchases are as per procurement policy and the assets database is properly updated and reconciled for Liberia and subregional countries of actions.
• Manage the tagging and assignment of assets, including re‐assignments due to staff/asset movement.
• Manage disposal of assets, including donations, sales, etc., ensuring that disposal certificates and appropriate support documents are generated.
• Ensure adherence to Assets guidelines in the region.

Logistics Management

Under CI general policies and regulations, and in close collaboration with the relevant Units, the incumbent will:

• Manage all aspects of vehicle acquisition and management, including purchase, registration, insurance, security, maintenance, usage monitoring, and disposal.
• Manage logistics operations, ensuring efficient and timely delivery of materials to the field and regional offices using the most logical and efficient means.
• Liaise with Clearing and Forwarding Agent to ensure that imported goods are cleared in a timely manner, coordinating with, and providing direct support in Liberia and to project Region with overseas purchases, transportation, and clearance of goods.
• Coordinate all aspects of incoming and outgoing personal effects of international staff, including shipment, clearance, and guidance.

Operations and Program Support

• Coordination of Identification and setting up of operation offices in West Africa by Scouting for potential facilities, and lead negotiations and contracting process.
• Coordination of operation function in sub-region to provide efficient support to CI and Partner programs to meet organization goals effectively.
• General office administrative matters – including office arrangement seating plan, cleanliness, repairs and maintenance, orderly arrangement of facilities, security installations, and provision of office operational supplies.
• Liaise with the Global security manager for identification and management of Risk in the region.

Protocol

• Oversee and actively support the protocol function, including preparing applications for work permits and non-citizen Identity Cards for expatriate staff and their dependents, and follow up with the Ministry of immigration and/or Ministry of foreign affairs for approval.
• Administer diplomatic privileges when applicable, including duty‐free purchases, VAT exemption certificates, acquisition, and registration of vehicles.
• Process visas for CI staff and visitors and make protocol arrangements for visits by high‐profile CI/visitors on a need basis.
• Preparation of annual returns to the Ministry of Foreign Affairs and managing regular communication with Government ministries related to hosting relationships.
• Negotiation of Diplomatic accreditation with Host Government with the support of the General Counsel Office (HQ) and Africa Field Division Regional Operations teams.
• Negotiation and facilitation of MOUs with Government organizations hosted agencies and other institutions/stakeholders that CI may need to engage and collaborate with from time to time.
• In consultation with the Africa field Division SVP, attend Government functions where CI may need representation or government forum that are strategic to CI host countries relationship.

Security support

• Focal point for institutional security for Africa region through implementation of policies and procedure that provides assurances of secure and conducive environment for CI and its affiliates to operate.
• Constantly monitoring insecurity and recommending preventive and mitigation measures on impending security challenges that may be faced from time to time.

Human Resources

• Work closely with Global HR for guidance on people management issues including performance management, merit review, recruiting, staffing, and compliance with CI policy and local labor laws. Provide guidance to supervisors on personnel issues.
• Support and advise management in staffing, staffing, and strategic planning efforts.
• Manage capacity-building efforts and partner with management and HQ to ensure staff is engaged and able to deliver results. Identify and implement training needs.

Information Technology oversight

• Under CI’s general policies and regulations, and in close collaboration with the Head of IT at CI HQ, the incumbent will provide oversight over the IT function in the West Africa Sub- Region.

WORKING CONDITIONS

• Local and/or international travel of 30% or more, often in difficult travel conditions.
• Ability to work in remote locations or under difficult working conditions.
• Guidance on flexible work arrangements will be shared during the interview process.

QUALIFICATIONS

Required

• Bachelor’s degree in a relevant subject with proven procurement and logistics skills and professional accreditation.
• 5 to 7 years of relevant work experience in a busy procurement and logistics department, preferably an international organization.
• Have a good understanding of donor requirements on Procurement principles and processes.
• Understanding of various host government protocol requirements.
• Excellent written and oral communication skills. Knowledge of French will be an advantage.
• Ability with figures and experience with budgets and expenditure reports.
• High level of computer skills, including excellent knowledge of Microsoft Office applications and ERP systems.
• Strong leadership, decision‐making, and analytical skills.
• Effective people management skills including the ability to establish good professional relationships.
• Demonstrate a high level of integrity.

Conservation International is an Equal Opportunity Employer Minorities/Women/Vets/Disabled