Operations Manager -Tigray

FH Ethiopia is a non-governmental organization engaged in relief and development activities. At FH, we operate under a set of guiding principles we call the “The Heartbeat”. This includes our Values, Vision and Purpose, which serve as the explanation of who we are and how we work as organization. Together we follow God’s call responding to human suffering and graduating communities from extreme poverty. FH Ethiopia would like to invite potential candidates to apply for the mentioned position:

Position:                      Operations Manager

Duty Station:             Shire

Duration of Contract: One-year contract, renewable (with 60 working days of Probation)

Closing date:                June 17, 2023

POSITION SUMMARY:

Operations Manager assists to provide leadership to develop, maintain, manage systems to ensure the smooth operations, efficiency and effectiveness of support services including program activities, Logistics Management, Administration, HR, IT and financial management of each functional unit as well as coordination and communication between support and program functions. S/he assists the regional manager to ensure that FHE Tigray region will comply with government, FHE policies and procedures and donor rules and regulations. S/he works with an area program to ensure that accurate Procurement Planning, proper Procurement Executions and appropriate utilization of resources are carried out. S/he plays a significant role in terms of  planning including initiatives geared towards operational excellence.

Principal Responsibilities

Key Result #1 – Overall Leadership

• Provide leadership to the Operations team including procurement, logistics and property administration and  security, and other general service support operations
• Ensure that administrative policies such as procurement, property admin, vehicle management & travel, and Security Policies are in place and implemented accordingly.
• Promote teamwork across and within the operations team setting high standards of work delivery and integrity through feedback, coaching and mentorship;
• Participate in new business development, Operations work plans, implementation plans, as necessary;
• Provide/facilitate  staff capacity building trainings at various levels

 Key Result #2 Compliance Issues

• Assist with annual internal and external audit if happen ;
• Ensure the implementation of FHE Procurement Handbook, DoA, Vehicle Management and Use Policy, other work tools and procedures at all area programs.
• Ensures that all goods and service procurement contracts’ terms and conditions, expiry and renewals, bonds and retentions, withholdings, suppliers’ receivables and payables are tracked and well managed.

Key Result #3  Procurement & Contracts

• Manage all goods and services procurements following  FHE policy and  regulations.
• Ensure the FHE regional office has a full-fledged pre-qualified supplier and products database, update periodically, and establish Preferred Vendors selection and updates periodically.
• Conduct periodic market assessment for regularly purchased goods and services, and establish FHE standards and specifications for general goods purchases.
• Work with Contracts/program/technical departments to manage procurement of materials including reviewing specs with relevant persons and fill bases of vendor selection based on GSC/FH Ethiopia policy for any item office may purchase;
• Administer all service contracts with service companies and vendors including travel agency, insurance companies, printing houses, equipment/furniture maintenance companies, etc. while making sure that they are working accordingly;
• Ensure regular review of all existing contracts with service providers and vendors for price competitiveness in the market so as to obtain the best value for cost in terms of benefits provided to FH Ethiopia;

Key Result #4 Fleet Management 

• Ensure the proper management and regular maintenance of all office vehicles, including rented vehicles, their gas usage and ensure that they are inspected and registered with government offices;
• Demonstrate the effectiveness of the fleet management by boosting efficiency, enhancing productivity, controlling costs to guide regional managers towards successful decisions.
• Provide regular submission of logistics and assets, in particular fleet management reports and generator reports.
• Analyze data on vehicle use and cost, submit a monthly report to the senior operation manager at the country office  or as and when required for management.
• Provide adequate information on the fleet with appropriate recommendations for maintenance and renewal of the fleet.
• Manage the allocation and movement of vehicles at the regional office.
• Ensure the regional office and vendors’ vehicles have safety equipment needed such as first aid boxes, fire extinguishers etc.
• Effectively maintain strict adherence to CARE policies on travels, including wearing seat belts, speed limits and ensure drivers have regular training in this area in consultation with the country office.

Key Result #5 Property Administration

• Ensure maintaining of inventory of furniture and process requests for new furniture purchases or re-assignments of furniture to staff as per the plan
• Ensure that office equipment inventory is regularly updated and ensure regular maintenance of office equipment as and when needed;
• Ensures that an annual Fixed Asset Report is prepared, then updated based on regular inventory count and sent to country office in time
• Oversee management of FHE Tigray region properties,in consultation with country office IT department , ensure in particular that electronic equipment are maintained in a way consistent with prolonging their useful life despite frequent use;
• Ensure appropriate use of office stuff, utilities, supplies and stationeries, supervise office stationery stock and ensure cleanliness of store rooms;
• Serve as main contact person with the landlord for the office(s) and negotiate terms of leases in cases of renewal, or termination of contracts;

Job Level Specifications

• Full agreement with FH’s Christian foundation and beliefs as expressed in The Heartbeat: our Values, Vision, and Purpose.
•  Response and US government-funded NGOs or Projects;
• Computer literacy and ability to use all Office programs
• Excellent management, supervision/mentoring and organizational skills
• Frequent travel across the region and to Addis Ababa as required
• Self-management is necessary (i.e. motivation, dependable, dealing with pressure, adaptability), as is the ability to project a professional, consistent image.  Both internal and external clients must see the Senior Operations Manager as a person of competence and high integrity, and trust his/ her capability and sense of confidentiality
• Interpersonal Skill Requirements: Excellent communication and interpersonal skills to work in a multi-disciplinary team setup; ability to establish and maintain effective working relationships with NGOs, American Government/ FH Ethiopia  – Ethiopia staff, vendors and other relevant partners
• Knowledge of procurement, logistics and administrative systems & development of working policy, manuals, procedures;
• Ability to work in a complex environment with multiple tasks, short deadlines and intense pressure to perform, working on emergency response programs
• Ability to work proactively, organize and manage own work and assist others to do the same

Education and Experience

• At least eight years in positions of increasing responsibility with Finance, HE,  Procurement, Logistics Management, administration and office management and having supervisory roles and proven track record of inspiring performance from subordinates
• Experience with iNGO is a must, preferably with those working on emergency
• Minimum Bachelor’s degree, preferably MBA, post graduate qualification in Accounting & Finance, Supply Chain Management, or related field with commensurate experience; an IT qualification is advantageous

Supervisory Responsibility

⮚The position has supervisory responsibility over Finance Coordinator, HR Officer, IT Officer, Logistics & Procurement Officer and other support positions

Language

• Language Requirement: Fluency in English and Tigrigna and Amharic  is required

Safeguarding Policy

FH strives to provide an environment free from sexual exploitation and abuse and harassment in all places where relief and development programs are implemented. FH holds a zero-tolerance policy against sexual exploitation and abuse and harassment. FH expects its employees to maintain high ethical standards, protect organizational integrity and reputation, and ensure that FH work is carried out in honest and fair methods, in alignment with the FH Heartbeat and safeguarding and associated policies. Violations to stated policies will be subject to corrective action up to and including termination of employment.

Safety & Security Responsibility

⮚        Encourages compliance of Safety and Security principles and policies of the organization by all staffs;

⮚        Visiting project Offices and operational areas periodically to meet staff and making sure that all staff members are aware of the safety and security procedures;

⮚        Explains to staffs the reasoning behind the organization’s safety and security policies and procedures

⮚        Organizing local training sessions, such as First Aid, Fire Safety, and Defensive Driving for staff members.  If possible, he/she should conduct briefing and training sessions himself/herself;

⮚        Ensures that safety and security objectives are added to performance reviews and evaluations of all staff members;

Encourages staff to adopt safe and secure practices. Ensuring that updated personnel information related to safety (Record of Emergency Data) and security management are kept in Human resources.