Helen Keller International JOB ANNOUNCEMENT Operation Manager, Cameroon Supervised by: Country Director Supervising: Secretary, Logistic Officer, Human Resource Officer, IT Officer Type of post : permanently with 4 months of non-renewable trial Functional Relationship The Operations Manager reports directly to the Country Director and supports the efficient implementation of program activities/objectives by ensuring a high quality of performance for all program support functions - Human Resources Administration, Procurement, Property Management, Vehicle Management, ICT, and Security/Staff Safety. The Operations Manager is a member of the Senior Management Team (SMT) for the HKI CM program and works in close collaboration with the Finance Manager, Program Managers/staff, and Country Director to facilitate communications and information sharing across departments. S/he works closely with HKI Regional, Headquarters, and members of the Operations “community of Practice” within the region in the development, revision, and documentation of HKI Operations Policies/Procedures and ensures the equitable and consistent application and compliance of HKI policies/procedures. S/he is aware of and ensures compliance with Donor Regulations and Policies and actively participates in the annual program planning and budgeting processes. The Operations Manager supervises and ensure quality performance of Operations Staff. Specific Responsibilities Procedure and Policy The Operations Manager works in close collaboration with the SMT of the country, regional staff and HQ-based staff to develop and refine HKI operations policies and procedures. S/he contributes to an agency-wide effort to standardize operations procedures across countries and regions. At the country program level, the operations manager has the following tasks. • Together with the Country Director and Senior Management Team, is warrant of procedures and policies that define recruitment processes, staff orientation procedures, staff performance management, and records management; • Ensure the development, revision/updating of the HKI Human Resources Manual in compliance with local labor laws; • Ensure the development/revision of the HKI Operations Manual; ensure clear process descriptions for all administrative services including the management of office supplies/equipment, facilities, vehicles, procurement, property management, ICT equipment/connectivity, records/documents/contracts, and security; • Work closely with HKI regional and HQ staff as well as the procurement “community of practice” to develop and refine standardized procurement procedures that comply with HKI and Donor Requirements; • Together with the Country SMT, HKI regional and HQ-based staff, contribute to the develop and updating of property management procedures that include property registration, property labeling/numbering, maintaining/updating a property tracking database, quarterly inventory control, and disposition planning/documentation; • Work closely with the Regional ICT Manager to develop and maintain ICT procedures and protocols for the country program; • Together with the Country SMT, HKI regional and HQ-based staff, contribute to the develop and updating of standardized staff safety and security protocols Human Resources Administration • Ensure use of a standard file checklist of Personnel file documentation that complies with local labor laws and meets HKI requires for HR records management; ensure that all personnel files are updated with all required information – Job application, CV’s, academic credentials, contracts, performance management plans/reviews, contact information; leave tracking, etc; • Together with the SMT, and in consultation with local legal counsel, maintain use of the standard employment contract that complies with local labor laws; Manage contracts and oversight of short term national consultants, interns, volunteers and international consultant contracts (liaising with program staff as needed); • Together with the Country Director, participate in the process of salary adjustment ;; Ensure the supervision of relevant benefits and allowance; • Prepare and ensure the accuracy of the monthly staff payroll that includes all applicable tax and benefits deductions, and allowances; Ensure that the payroll is submitted on time each month to the Finance Department; Monitor timesheet submission and accuracy and ensure that the staff leave requests are tracked processed and regularly updated in HR files. • Ensure effective management of the recruitment process;, short-listing of candidates, interviews scheduling, offer preparation, negotiation, and contract signature; ensure consistent implementation of a staff orientation process; • Ensure the effective management of the performance management process - annual performance planning/review, performance documentation, and liaising with line managers on HR issues; Identify training opportunities for professional development of local staff as required; ensure contract severance procedures are in compliance with labor laws Office Administration • Ensure facilities management, vehicle management, logistics (transport, hotel and conference planning management, courier services, etc.) and security; • Ensure the effective management of HKI facilities – addressing maintenance and repair issues of facilities with landlord, ensuring regular electrical and water supply to the building(s), and managing outsourced support services; • Develop and manage an office supplies/equipment management process that ensures adequate stock of supplies to prevent stock-outs; • Manage service contracts with suppliers for required administrative services – repair/maintenance, water, electrical, office supplies, etc. to avoid disruption of services and supplies; ensure that all service contracts are procured in compliance with the HKI procurement policies; • Develop and maintain a records management system that provides guidance to staff with regard to file and records management, meets HKI/donor requirements for records and archiving, and requires regular archiving of documents at secure locations (i.e. access security and security against records damage due to climate conditions); Procurement Management • Manage the procurement process in compliance with HKI/Donor policy and requirements; maintain updated vendor lists and vendor performance files; • Supervise and ensure internal controls/compliance within the different procurement processes – bid solicitation/review/approval, purchase orders, documentation of goods/services received; • Supervise and ensure the consistency of procurement records management; create and comply with standard records file list for all procurement activities – Purchase Request Forms, Request for Quotes/Bid Solicitation documentation, bid submissions, bid selection and approvals, receipt of goods and services; Property Management • Ensure that all property/equipment with a value greater than $100 USD is registered – include equipment descriptions, specifications, serial and model numbers, Purchase Order Number, value, and budget source codes, inventory label number; • Develop and maintain the property management database/inventory spreadsheet; update the database for each new purchase of equipment; • Supervise quarterly inventories to reconcile database entries with physical counts of property within the office; document and track property movements within and between offices and document each physical count against the property inventory database; • Ensure inventory records and database are maintained in both hard and electronic copy; Document all property dispositions and ensure that disposition of property is in compliance with HKI and donor requirements; Internet Communications and Technology (ICT) • Together with the HKI Regional support staff, identify reliable ISP’s in the country; monitor the quality of the services, including upload and download rates and connectivity performance; Together with Regional ICT staff ensure the development and maintenance of a IT network system within the office that complies with HKI standards for Internet and server management; • Identify reliable local IT support services to ensure regular server security management – regular data back-ups, virus updates, and to problem solve IT issues within the office-connectivity, router, software and hardware issues, power supply, etc; • Ensure that all Computers and peripherals (i.e. scanners, printers, etc;) are protected from electrical supply surges; • Develop/update a computer replacement plan that can be used to inform budget planning; Vehicle Managements • Manage the purchase, registration, insurance and tax payments associated with all HKI vehicles and generators; • Ensure that records are maintained for each vehicle that include all service and repairs information, registration and insurance documents; • Develop and maintain a vehicle management process and database that includes vehicle logs sheets, and tracks mileage, fuel consumption, maintenance/repair management and costs, for each vehicle; • Develop/update a vehicle replacement plan that can be used to inform budget planning; • Develop and maintain generator management procedures that includes time and fuel log sheet monitoring, fueling procedures and maintenance planning with service providers; • Develop procedures and ensure internal controls on fuel acquisition and use for vehicles and generators; Security and Staff Safety • With the assistance of local news reporting, informal community/staff contact, local security companies, the NGO, Embassy and UN community as well as local police, regularly assess and be aware of the security risks to office facilities and staff; • Together with the SMT and based on the security assessment, develop security protocols/procedures and update as needed on a regular basis; • Ensure regular updates to staff with regard to security incidents and the appropriate actions to be taken to ensure both security and safety to HKI property and staff; QUALIFICATION Master degree in HR, administration, or equivalent 5 years’ experience in NGO Experience in managing payroll Experience with procurement Experience in managing sub-offices English a plus To Apply: Qualified candidates should submit their application no later than 16 December, 2014, strict deadline, by email to the following address [email protected]
Posted on: Sat, 13 Dec 2014 13:58:32 +0000
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