Operations Manager

Job Summary

Reporting to the Finance and Operations Director, the Operations Manager will oversee the day-to-day activities within the organization to ensure smooth, efficient, and productive operations. They will coordinate supply chain and operations functions including logistics, procurement, fleet management, warehouse management and security. The Operations Manager will also support the Director of Finance and Operations in continuous improvement of our operations by providing inputs and innovative ideas based on direct observation and information collected from the team.

The post is key to the successful delivery of the operations section and Feed the Children program in general, with an emphasis on the provision of effective and efficient systems and processes. The position holder will be responsible for managing the performance of Logistics staff.

Key Responsibilities

Process Improvement and Quality Control

• Support the Director of Finance and Operations in implementing logistics strategies, policies, procedures, tools, continuous improvement and operational excellence. Assess and improve business processes to enhance productivity and efficiency. This might involve restructuring workflows, eliminating bottlenecks, or introducing technological innovations
• Track key performance indicators (KPIs) to measure strategic operational functions and make data-driven decisions for continuous improvement. Develop dashboard reports to report progress
• Work with procurement to ensure strong cohesion between the teams with particular attention to vehicles and motorbikes spare-parts purchase and management
• Develop a cohesive fleet maintenance procedure that minimizes operational disruptions
• Support the procurement department to implement strategies that would enable Feed the Children to attain value for money and quality outputs for its purchases
• Allocate resources (such as labor, equipment, and materials) effectively to ensure that all departments have what they need to meet goals without waste or excess costs.
• Implement and monitor quality assurance processes to ensure that products or services meet required standards and customer expectations.

Supply Chain Management

• Manage the procurement of materials, inventory control, and distribution to ensure a smooth supply chain and minimize delays in production or service delivery.

Compliance and Risk Management

• Deliver capacity building to operations team and promote a strong culture of compliance and highly robust ethics.
• Ensure that operations comply with legal, regulatory, and industry standards while also identifying and mitigating risks that could disrupt business.

Fleet Management

• Implement efficient and effective fleet management processes and procedures ensuring adequate controls are in place (e.g., vehicle and fuel usage, spare parts, maintenance costs, disposal, etc.)
• Ensure vehicles are adequately tracked for operational and security purposes
• Review fleet key performance indicators and implement corrective actions
• Effectively use Fleet Management Systems and Vehicle Tracking Systems to ensure operational controls are met
• Provide support and technical advice on the implementation of digital Financial Management System and Vehicle Tracking System in relation to Logistics Management
• Produce weekly reports on the state of the fleet

Warehouse Management

• Ensure effective functioning of our warehouses and distribution process with emphasis on optimal stock level management and efficient distribution planning
• Ensure the warehouse is highly organized, clean, and all transactions are traceable and transparent

Contracts and Grants Management

• Ensure that agreed work by contractors and Subawards has been completed satisfactorily and follow-up on any deficiencies
• Use performance management techniques to monitor and demonstrate achievement of contract and subaward deliverables
• Lead and guide the procurement team through the process of selecting contractors and awarding contracts and sub agreements

Team Leadership

• Supervise and mentor staff, ensure teams are well-coordinated, and foster a productive and efficient working environment.

Budget Management

• Manage budgets, analyse financial data, and work to control costs while maximizing savings through efficient use of resources.

Program Delivery and Operations

• Ensure that the organization has the right amount of capacity (workforce, machinery, etc.) to meet demand without under or over-utilization.
• Collaborate with other departments such as finance, human resources and programs to align operational objectives with the broader goals of the business.
• Support the Director of Finance and Operations in responding to audit queries
• Conduct regular safety and security assessment and report to line manager
• Any other duties assigned from time to time

*Perform other assigned functions within their area of expertise.

Behaviours (Values in Practice)

Accountability:

• Holds self-accountable for making decisions, managing resources efficiently, achieving and role modelling Feed the Children values.
• Holds the team and partners accountable to deliver their responsibilities. Provide necessary development to improve performance and applying appropriate consequences when results are not achieved.

Ambition:

• Sets ambitious and challenging personal and team goals, takes responsibility for own personal development, and encourages teams to do the same.
• Widely shares personal vision for Feed the Children, engages and motivates others.
• Future orientated, thinks strategically and on a global scale.

Collaboration:

• Builds and maintains effective relationships, with team, colleagues, Donors, external partners and supporters.
• Values diversity sees it as a source of competitive strength.
• Approachable, good listener, easy to talk to.

Creativity:

• Develops and encourages new and innovative solutions.
• Willing to take disciplined risks.

Integrity:

Honest, encourages openness and transparency; demonstrates highest levels of integrity.

Qualifications and Experience:

• Bachelor’s degree in logistics, supply chain management, business administration or related field
• Master’s degree and a Professional Certification is an added advantage
• Experience working with a USAID funded project
• A minimum of 5 years of progressive experience leading the operations function for a busy International NGO
• Knowledge and experience with driving Procurement and Logistics strategies
• Proven experience in fleet management, vehicle tracking systems software and warehouse management
• Prvoden ability to direct and coordinate operations
• Ability to effectively interface with external partners such as contractors and partners
• Strong analytical skills and effective financial management experience
• Excellent supervisory, oral and written communication skills, highly organized, and flexibility are required.

Knowledge, Skills & Abilities

Leadership — Strong leadership, analytical and organizational skills; demonstrated ability to work both independently and within a team, assess priorities, and manage multiple activities with attention to detail, meeting tight deadlines under pressure. Ability to translate policy into action

Computer Skills – Intermediate skills using Microsoft Office products Word, Excel, PowerPoint and Outlook. Advanced MS Excel skills.

English Language — Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.

Oral Communication – Speak clearly, persuasively, and professionally in positive or negative situations; listen and gets clarification; respond well to questions; demonstrate group presentation skills; participate in meetings.

Written Communication – Write clearly and informatively; edit work for spelling and grammar; vary writing style to meet needs; present numerical data effectively; able to read and interpret written information.

Teamwork – Balance team and individual responsibilities; exhibit objectivity and openness to others’ views; give and welcome feedback; contribute to building a positive team spirit; put success of team above own interests; able to build morale and group commitments to goals and objectives; support everyone’s efforts to succeed.

Ethics – Treat people with respect; keep commitments; inspires the trust of others; works with integrity and ethically; upholds organizational values.

Reasoning – Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form; ability to deal with problems involving several concrete variables in standardized situations.