Job Description

Post Title: Operations Manager

Number of Vacancies: 1

Based in: Aden, Yemen

Reports to: Finance & Operations Director

Organizational Background:

JSI is a global nonprofit organization dedicated to improving the health of individuals and communities throughout the world. Founded in 1978, JSI collaborates with government agencies, the private sector, and local nonprofit and civil society organizations to identify and implement solutions to the most pressing public health and education challenges.

In Yemen, JSI has been managing public health programs since 1988, focusing on improving child health and routine immunization, strengthening the supply chain, and improving reproductive, maternal, and newborn health.

Project Overview

The Strengthening Healthcare Access project is a five-year USAID-funded initiative aimed at enhancing access to and equitable utilization of evidence-based maternal, newborn, and child health; nutrition; family planning; and reproductive... health (MNCHN/FP/RH) services in Yemen. Led by JSI, the project collaborates with partners to employ a community-led strategy encompassing demand generation, supply-side reinforcement, and enabling environment support. Through engagement with midwives, community reproductive health volunteers, and community structures, the project will create awareness, facilitate access, and enhance care quality.

Position Description:

This position will report to the Finance & Operations Director and will be based in Aden, Yemen. The Operations Manager will oversee general office operational, logistical, and support functions, including inventory, facilities, journey/fleet management, IT, logistics, and procurement. The Operations Manager will supervise a team of three staff that carry out these operational and logistical functions in Aden main office and supports both Taiz and Hadramout field offices. The Operations Manager will ensure strict adherence to JSI and USAID policies and procedures. He/she will also ensure the standards of logistics/procurement and IT procedures are understood and adhered to JSI and USAID operational policies and procedures for programmatic activities.

Key Responsibilities:

Procurement
• Oversee and manage the procurement processes for the project, ensuring awareness and adherence to all JSI and USAID procurement policies and procedures;
• Ensure all procurements follow a transparent, competitive, and open process.
• Liaise with all other project staff to support procurement planning, including support to the finance team to aid in budget planning.
• Ensure that an up-to-date and accurate procurement tracker is maintained from request to final receipt and closure of file;
• Support and participate in the office/guesthouse procurement committee review and agreement on selected suppliers based on quotations, as needed.
• Ensure up-to-date and accurate filing and maintenance of procurement records for easy access and retrieval - Requisitions, RFQs, Bid Analyses, Purchase order forms, Contracts, Invoices, GRNs, Waybills, and (all other documents) both electronically and manually as may be required for audit trail.
• Responsible for implementing JSI's Accountability Framework and Code of Conduct, and adhering to JSI's policies on fraud management.
• Perform any other task as assigned by the supervisor.

Vehicle and Fleet Management
• Ensure all vehicles are managed in accordance with JSI and USAID policies and procedures.
• Ensure movements are planned, coordinated, and follow the project’s journey management procedures.
• Liaise with the Security Manager to plan the movement of vehicles and staff to ensure staff safety.
• Serve as primary liaison with vehicle rental company.
• Regularly monitor vehicle/generator tracking systems (conduct spot checks) and vehicle/generator fuel logs to ensure consistency and proper use of vehicles (following the processes outlined in the project Operations Manual).
• Oversee and manage the process for fuel and maintenance logs for all vehicles.
• Coordinate with the Security Manager to ensure that all drivers are properly trained in defensive driving and safety and security measures.
• Ensure drivers adhere to and respect all vehicle policies and procedures as well as adhere to all local and national laws.

Inventory Management
• Ensure proper maintenance of project inventory for non-expendable equipment including tagging of equipment and furniture, tracking its location and condition, and preparing and submitting USAID required reports.
• Oversee the management and tracking of the generator’s status and fuel.
• Oversee regular physical inventory checks and review office supplies/equipment.
• Ensure up-to-date and accurate Inventory tracker is in place for all non-expendable equipment/goods.
• Provide guidance on the tagging/labeling of all JSI assets and equipment using appropriate serial numbers and sequences.
• Ensure the development and maintenance of a proper filing system (both hard copy and electronic) for inventory management.
• Ensure safe storage and custodianship of all JSI assets and equipment and schedule repairs/maintenance as needed.
• Perform any other task as assigned by the supervisor.

Information, Communication, Technology (ICT)
• Oversee the management of office ICT systems and networks.
• Ensure appropriate data protection policy and records are in place.
• Supervise enforcement of ICT policies.
• Support staff training on ICT and upgrading of ICT infrastructure.
• Perform any other task as assigned by the supervisor.

Administration
• Support the administration team to address the office/guesthouse needs & supplies.
• Manage all outsourced administrative services and maintain good relationships with all stakeholders.
• Manage all lease agreements.
• Perform any other task as assigned by the supervisor.
• Follow and support all policies and requirements related to staff safety and security;
• Uphold JSI’s policies around accountability, fraud/ethics management, child safeguarding, and protection from sexual exploitation and abuse;
• Travel to field sites, as necessary;
• Any additional responsibilities, as assigned.

Qualifications and Requirements:
• Relevant university degree or higher education in a relevant field, such as Business Administration, Management Sciences, or Supply Chain Management (or related field).
• Proficient in USAID rules and regulations and prior experience working on USAID grants required.
• Solid, and relevant experience in operations and logistics work, preferably under US or UN funded programs, with a minimum of 10 years of experience.
• Ability to work under pressure, independently and with limited supervision, and work in a dynamic environment to meet deadlines;
• Significant political and cultural awareness and experience of working in settings where insecurity is a major issue;
• Demonstrated leadership and management skills;
• Awareness of gender and culture issues;
• Excellent written and verbal English skills are required;
• Ability to easily communicate in a clear and courteous manner with all colleagues as necessary;
• Attention to detail is essential;
• Must adhere to and be able to maintain confidentiality for all company and staff proprietary matters;
• Proficiency in Microsoft Suite (Word, Excel) and the Google platform (Gmail, Google Drive) is preferred;
• Willingness to travel in & out the country as needed.

JSI/WEI is a child-safe organization, and the safety and well-being of children is a priority of our organization. We have robust recruitment procedures to ensure that all staff are suited to work with the children served by our programs.

JSI/WEI is an Equal Opportunity, Affirmative Action Employer committed to workplace diversity. We are committed to providing equal employment opportunities for all qualified applicants and employees without regard to age, race, color, national origin, ancestry, creed, religion, gender, disability, marital status, sexual orientation, sexual preference, genetic information, political affiliation, or protected veteran status in any employment decisions. M/F/V/D
Yemen

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