Senior Operations Manager

SUMMARY:

The Senior Operation Manager provides operational leadership and direction to the Country Office (CO). Under the supervision of the DFA, the person in this role will be responsible for Administration (Inventory and Assets Management, Transport and fleet management, Procurement, Logistics, ICT, travel management, visitors’ management, office management).

In collaboration with the DFA, the SOM will effectively lead the Administration section with the ultimate objective of maintaining and strengthening ADRA Yemen operational capacity to support a major scale-up effort in response to the ongoing crisis and possible post conflict environment. In so doing, the SOM will ensure the program support services are provided in a manner that reflects ADRA’s Core Values, Mission and Vision and builds capacity of staff and partners with a focus on customer satisfaction and efficiency.

S/he will ensure stronger collaboration between Programs (both long term and humanitarian) and other Country office support systems, with the aim of taking the Country Office forward on its transformational journey to provide humanitarian relief to communities.

The SOM should understand ADRA’s programmatic needs and concerns for ensuring effective operational support, as well as strict commitment and adherence to ADRA’s Core Values, Mission and Vision, and promotion of Gender Equity and Diversity (GED).

RESPONSIBILITIES:

The Senior Operation Manager performs a wide range of duties including but not limited to the following:

Administrative

• Supervising day-to-day running of the Operations Unit and staff members.
• In collaboration with the DFA, carrying out appraisals of staff under his/her supervision.
• Supporting the development and improvement of administrative systems, policies, and procedures.
• Ensuring office is stocked with necessary supplies and all equipment is working and properly maintained.
• Providing the required support for the planning, scheduling, and implementation of office events, including meetings, conferences, interviews, orientations, and training sessions.
• Ensuring the collection, organization, and storage of information electronically and using filing systems.
• Participate in regular project meetings towards progress review (DIP/ Procurement Planning, etc)

Procurement

• Adequately support the planning process of procurement activities, inventory control, logistics and distribution, by working closely with the Project/Program Managers to ensure timely preparation of procurement plans for projects and monitor their implementation.
• Ensure effective lines of communication between the Projects/Programs Managers and the procurement team to ensure priority requirements, timely delivery of goods, works and services using the most appropriate procurement procedures
• Ensure full compliance of procurement activities with ADRA Procurement Policy, Financial Rules and Regulations, relevant Organizational Directives and Administrative Instructions, by among other things maintaining an approved pre-qualified suppliers/service providers list, putting in place quality and performance mechanisms, etc.
• In collaboration with the DFA, ensure effective and efficient management and monitoring of all transactional procurement including tendering processes, evaluation, contracting, contract management, legal considerations and payment conditions, contractors, performance evaluation and risk assessment
• In collaboration with the DFA, implement strategic procurement including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management and performance measurement to deliver value for money.
• Promote a zero-tolerance for violations of procurement policies and procedures.

Logistics and Asset Management

• Ensure effective and efficient management of assets and inventory of all expendable and non-expendable items under the projects
• Support assets tagging, verification, maintenance, monitoring and write-off/disposal as may be appropriate in compliance with established rules and procedures
• Facilitate customs clearance of imported supplies, materials, equipment and/or vehicles for all ADRA assets held by projects
• Monitor lifecycle/shelf-life of assets and equipment and submit reports to DFA for required action
• Ensure all materials and equipment held by the projects are stored safely, correctly and securely depending on item classifications
• Monitor all sub-equipment accounts to ensure there is no waste, fraud or misuse of equipment or materials and that surplus or excessive stocks of equipment are not being held
• In collaboration with the DFA, plan and provide technical assistance to field offices on a regular basis with the aim of monitoring and evaluating the provision of logistical inputs and identify actions to be taken and implement necessary improvements in the system

Information Technology

The Senior Operation Manager will work very closely with the ICT Administrator on the below tasks:

· In consultation with ICT Administrator, analyze needs presented by staff and recommend technical solutions with completion timeline

· Ensuring the maintenance of organization’s effectiveness and efficiency by defining, delivering, and supporting ICT strategic plans

· Direct research in emerging technology by studying organization goals, strategies, practices, and user projects

· Produce detailed timelines and recommend the implementation of effective project control for each software release

· Ensure effectiveness and efficiency of implemented technologies and in consultation with the DFA, organize system audits as may be deemed necessary.

· Ensuring the safeguarding of assets and information by implementing disaster recovery, backup procedures, information security and control structures

· Supports ICT team to maintain quality service by establishing and enforcing organization standards

General

• In collaboration with the DFA, organize and deliver trainings for the operations/project personnel on procurement, logistics, assets management and synthesize lessons learned and best practices
• Ensure regular submission of procurement activity reports, logistics and assets reports to management and projects
• Ensure all activities are compliant with standard reporting and audits requirements
• Perform any other duties as may be assigned from time to time by the supervisor.

MINIMUM QUALIFICATIONS:

· Minimum BA Degree in Administration, Finance or related field or equivalent combination of education and work experience

• At least 7 years of progressively responsible experience in the delivery and management of procurement services, logistics & assets management, and ICT management
• Ability to lead procurement, logistics and administration processes using effective methods
• Fluency in both verbal and written English; additionally Arabic language is a bonus

REQUIRED SKILLS & COMPETENCIES:

• Demonstrates integrity/honesty and ability to promote integrity and business ethics by modeling ADRA’s values and ethical standards
• Strong analytical skills
• Focuses on impact and result for stakeholders and responds positively to feedback
• Consistently approaches work with energy and a positive, constructive attitude
• Self-control, calmness, good demeanor even under intense pressure
• Availability even beyond regular official hours whenever necessary in the light of the exigencies of the work.
• Proactiveness, creativity and taking appropriate initiatives to adequately address challenges
• High level of responsiveness and work ethics
• Ability to deliver expected results under minimal supervision.
• Demonstrates openness to change and ability to manage complexities
• Leadership skills and ability to ensure effective teamwork, collaborative behavior and team spirit and conflict resolution.
• Ability to develop collaborative and harmonious relationship with external partners and all stakeholders.
• Previous experience within a conflict and/or post-conflict and multicultural setting highly desirable
• Excellent communication and negotiation skills to persuade and positively influence others
• Ability to multi-task and prioritize work schedules