RHA Operations Manager

FH Culture 

All we do, and how we do it, seeks to promote God’s beauty, goodness, and truth in a broken world. As such, we are defined by our ability to make people’s lives measurably better; our ability to deliver impact is the measure of our collective success. For we know that we are God’s handiwork, created in Christ Jesus to do good works, which God has already prepared in advance for us to do. At Food for the Hungry, we operate under a set of values called Heartbeat Values

Position:                           RHA Operations Manager

Duty Station:                   Shire

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

Closing date:                  January 4, 2025

Job 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 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

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

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.

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;

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 FH policies on travels, including wearing seat belts, speed limits and ensure drivers have regular training in this area in consultation with the country office.

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;