jOB: Operations Manager at FHI 360 - Rwanda Country Office. deadline 22nd August 2021

Job Description

Operations Manager – Rwanda Schools and Systems Activity

FHI 360 is a global development organization, with a rigorous, evidence-based approach to human development. Our team of professionals includes experts in health, nutrition, education, economic development, civil society, environment and research. FHI 360 operates from over 60 offices with more than 4000 employees in the United States and around the world. Our commitment to partnerships at all levels and our multi-disciplinary approach allows us to have a lasting impact on the people, communities and countries we serve by improving the lives of millions.  We are currently seeking qualified candidates for the position of Operations Manager for the Schools and Systems (S&S) USAID-funded project in Rwanda.

Project Description 

The Rwanda Schools and Systems Activity will strengthen the education system to enable all pre-primary and lower primary school and classroom environments to be of high quality, inclusive, and focused on learning of foundational reading skills. Specifically, the five-year activity will improve learning outcomes by focusing on increasing Kinyarwanda literacy skills of boys and girls through primary 3 (P3) through four intermediate results: (1) Pre-primary education system enhanced to develop, promote and improve emergent literacy, (2) Lower primary reading classroom instruction improved, (3) School environments improved for increased lower primary reading outcomes, and (4) Education systems management strengthened for improved literacy outcomes. The Schools and Systems Activity will include a focus on learning for children with disabilities to ensure project approaches reach all children.

Position Description  

The Operations Manager is responsible for, and accountable for all operational aspects to support project delivery. He/she leads operational Project-evaluations, including supply chain management, purchasing, facilities and fleet management. He serves as the procurement specialist and will be responsible for developing and standardizing operations processes and systems in accordance with FHI360 Country office guidance and directives. He collaborates with other project Managers across the project to identify system needs, process bottlenecks, and to develop unique solutions to enable more timely, efficient, and accountable operations. Support preparedness planning across country programs, developing instructional material, facilitating training, and mentoring staff.  The Operations Manager serves as security focal point as well.

 Job Summary/Responsibilities

• Develop standard protocols for essential logistic processes, including procurement requisition.
• Identify, establish, and manage facilities, including office, residence, warehousing, and other critical infrastructure.
• Determine transportation requirements, secure transportation assets, and manage fleet allocation, including fuel, maintenance, and driver pool.
• Establish and maintain asset and inventory registry in the Country office and the field satellite offices, including equipment allocation & maintenance, and dispose of assets in accordance with donor regulations.
• Responsible for staff that oversee the upkeep, rehabilitation and maintenance of the entire FHI 360 facility, including the physical building structure, all mechanical, electrical, and related equipment in accordance with energy conservation and preventive maintenance programs.
• Prepare and present periodic management reports on operating costs with regards to facilities maintenance, travels, fleet management and related office utilities.
• Assign and verify completion of all repairs, replacement, renovation of FHI 360 Rwanda facilities and equipment and ensure quality of work.
• Plan and execute re-allocation of office space in consultation with supervisor and Senior Management.
• Ensure logistic and procurement activities are properly documented and fully adhere to USAID rules are regulations & customs regulations and protocols relevant in line with Rwanda government laws.
• Collaborate with Regional Office to identify operations and administration process bottlenecks and develop solutions appropriate for operations.
• Determine field operating costs allocated to logistics and procurement, including expense forecast and pipeline analysis.
• Identify staffing requirements and supervise logistics personnel while on deployment.
• Act as security focal point as required, including management of staff safety and movement protocols, management of 3rd party security providers, and development of security standard operating procedures for the Rwanda Office.
• Perform other relevant duties as assigned.

Security Management

• Access Control to FHI 360 Office Space.
• Dissemination of Security Information.
• Identification of Approved Hotels.
• Security Briefing to all new and visiting staff.
• Journey Management.
• Ensure Project Vehicles are Appropriately Equipped.
• Local Guards - be familiar with the local guarding contract (if the project has one) and is advised to contact the company and establish a working relationship and if your office employs a security response team, test the alarm occasionally to ensure it is in working order and familiarize yourself with the responding teams.
• Security Networking - be involved with as many security networking groups in country as possible.
• Safety Training for Staff - responsible for sourcing first aid training, project driver training and fire safety training for staff as necessary; maintain a record of all training undertaken by staff including date of training, names of participants and the name of the organization that carried out the training; and organize yearly emergency drills.
• Crisis Management - Provide direct safety/security support to COP/Country Director and country staff.
• Incident Reporting to HQ/Global Security.
• Other Duties as Assigned.

Required Qualifications 

• Demonstrated ability working on complex activities simultaneously
• Ability to supervise, maintain confidentiality and use sound judgment on sensitive matters.
• Proven proactive skills in identifying cost savings, cost avoidance and efficiency opportunities.
• Ability to develop effective work plans and priorities in order to meet business objectives.
• Demonstrated expertise in building effective relationship with key internal customers and other key stakeholders.
• Demonstrated expertise in negotiation, conflict resolution and stakeholder management.
• Technical understanding of office equipment and building construction and maintenance.
• Good analytical, numerical and problem-solving skills.
• Ability to adapt easily to changing needs and patterns of work.
• Good report writing and documentation skills
• Proficiency in Microsoft Office applications such as MS Word, Excel, PowerPoint
• Ability to identify and resolve problems in a timely manner.
• Ability to manage tight deadlines and deliver high volumes of work with minimal or no supervision.
• Ability to travel on a regular basis (up to 40%).

Qualifications and Requirements:

• BS/BA in Business Administration, Engineering, Estate Management or related field and a minimum of 7 years relevant experience with at least 3 years of supervisory experience in operations, maintenance, and/or administration of facilities/fleet management.
• or MS/MA in Business Administration, Engineering, Estate Management or related field and a minimum of 5 years relevant experience with at least 3 years of supervisory experience in operations, maintenance, and/or administration of facilities/fleet management.
• Other relevant professional/management certifications, familiarity with donor-funded procurement rules and regulations (particularly experience with USAID procurement regulations) would be an advantage.

The above statements are intended to describe the general nature and level of work and are subject to modification. They are not intended to be an exhaustive list of all responsibilities, skills, efforts, or working conditions associated with the job. 

This job description summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.

We offer competitive compensation and a package of exceptional benefits. Please visit the FHI 360 Career Center at http://www.fhi360.org/careers  for a list of all open positions. 

FHI 360 is an employer with equal opportunity and affirmative action. FHI 360 is committed to providing equal employment opportunities regardless of race, color, religion, gender, sexual orientation, national or ethnic origin, age, disability or veteran status in policies, programs, or activities. 

The deadline:22nd August 2021

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