Operations Manager

Job Description

ROJECT BACKGROUND:

The Strengthening Regional Peace and Stability (SRPS) in West Africa Program is a five-year, USAID-funded program implemented by DAI. The program supports the efforts of West Africans to address the risks of instability from democratic backsliding and from conflict, and prioritizes targeted governance, conflict and violence prevention, peacebuilding, and preventing and countering violent extremism (P/CVE) interventions across the region. The program will engage with regional partners and with governments that demonstrate commitment to power-sharing and resource redistribution, both of which are crucial for reducing exclusion, violence, and conflict. Program interventions will address causes of fragility, and focus on good governance approaches, conflict prevention and response, and P/CVE interventions across select target countries in the Sahel and coastal West Africa.

SRPS is looking for candidates to fill for the OPERATIONS MANAGER position.

PURPOSE OF THE ROLE:

The Operations Manager is a key member of the operations team. S/he will play a pivotal role in overseeing adherence to the project’s Field Operations Manual (FOM), USAID regulations, contract requirements and limitations, procedures and controls, and reporting systems. The Operations Manager will work closely with the Operations “Hub” Team to ensure smooth implementation of the SRPS program in compliance with USAID and DAI policies and regulations. The Operations Manager will support the regional field offices in target locations with operations needs as necessary. This position reports to the Deputy Chief of Party – Operations.

OBJECTIVES AND DUTIES:

The following comprise main responsibilities of the Operations Manager:
Support daily administrative operations of project including facilities, logistics, security, and inventory, as well as record and file management, in compliance with DAI policies and USAID rules and regulations.
Responsible for gaining comprehensive knowledge of project Field Operations Manual (FOM) and ensuring compliance while organizing and maintaining project administrative records.
Assist in the management of the vehicles module on the project management database including review and audit of vehicle logs and maintenance records in coordination with the Logistics Assistant and Administrative Assistant.
Assist with procurement of operational goods and services such as kitchen and sanitary supplies as well as stationery and office supplies in coordination with the Logistics Assistant, Administrative Assistant, and Procurement Specialist.
Monitor and report on operational vendor payment schedules and obligations.
Follow-up on recurrent payments related to operational procurement, collecting and verifying related invoices against issued purchase records.
Perform screening of project suppliers, partners and beneficiaries and maintain the appropriate records.
Maintain, as required, relationships with the landlord, office building management, and vendors or suppliers who provide administrative and/or operational project support.
Support receipt and timely distribution of mail and other communications to responsible project staff.
Interface as appropriate with parties passing through or using the project office.
Support receipt and timely distribution of mail and other communications to responsible project staff.
Maintain and manage petty cash account.
Schedule and prepare materials for meetings and coordinate for conferences, workshops, and training sessions as required.
Coordinate travel/logistics arrangements and hotel reservations.
Coordinate transmission and receipt of items that may require customs clearance and other regulatory offices.
Support local processes and residential paperwork for project expats.
Responsible for securing, maintaining and updating project assets/inventory of all project property and coordinating related reconciliations of such assets with the finance unit.
Support HR functions as needed including timesheet collection and review.
Coordinating with HR Manager to ensure that all new and current staff receive adequate project orientation and training on personnel policies and administrative procedures.
Review project documents and official correspondence to ensure consistency in style and formatting.
Support the technical team with the preparation of correspondences in both English and French.
Other duties as assigned by supervisor.

QUALIFICATIONS:

Bachelor’s degree required in business administration, finance, and/or other related field.
At least 7 years of logistical and administrative experience.
Familiarity with international donors preferred; prior experience with USAID-funded projects preferred.
Demonstrated experience working with diverse teams in a fast-paced environment.
Knowledge of DAI policies, procedures, and systems preferred.
Excellent interpersonal skills, including a track record of successful coordination and effective working relations with a wide range of stakeholders (e.g., vendors, service providers).
Demonstrated ability to handle sensitive and confidential information responsibly and ethically.
Strong communication skills both written and oral in English and French preferred.
Prior supervisory experience required.

Applicants are encouraged to apply as soon as possible as interviews will be conducted soon. Please note, due to the volume of applications that we receive and the urgency to fill-up positions only shortlisted applicants will receive notifications on next steps.