JOB OPPORTUNITY

BRAC is a global leader in developing and implementing cost-effective, evidence-based programs to empower the most marginalized in extremely poor, conflict-affected, and post-conflict states. Founded in Bangladesh in 1972, BRAC now works in more than 20 countries in Asia and Africa and takes a holistic approach to alleviating poverty, running programs in education, healthcare, microfinance, women and girls’ empowerment, agriculture and food security, and human and legal rights. Together, the initiative will result in systemic change that creates a positive and measurable impact for 1.2 million adolescent girls and young women, 1.9 million households, and 9.5 million people in 7 countries in Africa by 2027.

In 2022, the Mastercard Foundation in partnership with BRAC International (BI) will be announcing an initiative that will create a positive and measurable impact for 1.2 million adolescent girls and young women and 9.5 million people across seven countries in East and West Africa, including Ghana, Kenya, Liberia, Rwanda, Sierra Leone, Tanzania, and Uganda.

There is mounting urgency to support adolescent girls and young women (AGYW) living in poverty, which has been further amplified by the global pandemic. Through this partnership, scalable economic development approaches will be delivered in communities to foster the agency and voice of AGYW. They will have the opportunity to fulfill their aspirations, achieve sustainable livelihoods, and engage in advocacy issues.

BRAC International will implement an integrated and holistic model to address the various life cycles of a young woman living in poverty, ensuring she can transition safely from adolescence to adulthood. She will be equipped with the appropriate skills, tools, and access to finance to effectively exercise her agency and build a fulfilling and productive livelihood. In preparation for the launch of the programme, BRAC International is seeking applications from competent, dynamic, and self-motivated individuals to fill the following position.

No. of Vacancies: 1

Job Title: Operations Manager

Category : National

Tenure : 1 year

Salary : Negotiable

Reports to : Head Of Operation

Duty Station : Country Office/ with travel to Field Offices

Safeguarding Job Responsibilities

1. Ensure the safety of team members from any harm, abuse, neglect, harassment, and exploitation to achieve BRAC’s goals of safeguarding.
2. Act as a resource of support and expertise on safeguarding for establishing a safe working environment.
3. Practice, promote, and endorse the issues of safeguarding policy among team members and ensure the implementation of safeguarding standards in every course of action.
4. Follow the safeguarding reporting procedure in case any reportable incident takes place, and encourage others to do so.

PURPOSE:

In collaboration with the Head of Operations, the Operations Manager will be responsible for managing the Supply Chain and Administrative functions for the Liberian programme to ensure that effective and efficient support is provided to the programme to enhance quality programme delivery in line with BRAC International’s administrative and operational policies and procedures. The Operations Manager will be specifically responsible for overseeing all Warehousing, Assets, Procurement, Fleet management, and Office Administrative functions including line managing the staff in these functions. The role also involves promoting accountability through strict adherence to BRAC International’s global and specific Liberia policies, procedures, and processes.

MAJOR RESPONSIBILITIES

Documentation & Compliance:

Ensure that all Operations (Supply Chain and Administration) related activities are well documented, and comply with both BRAC International and Donor’s set down regulations, policies, and procedures by:

Ensuring that the Country Procurement & Supply Chain operations are standard and aligned to BRAC’s protocols (i.e. Transport, Procurement, Warehousing, Assets, and Administration Management policies are adhered to and functions effectively managed).

• Maintaining all Operations files (procurement, warehousing, Assets Registers, administrative trackers, etc) in line with both BRAC and donor requirements. • Training Operations staff on the segregation of duties and the Delegation of Authority. • Reviewing all Contracts and Tender documents ensuring that processes and documentation adhere to the procurement policies and procedures.
• Conducting refresher training and inducting new staff on operations policies and procedures.
• Ensure all necessary legal and regulatory documents are filed with national authorities to maintain BRAC’s in-country registrations.
• Create a tracker for the renewal of BRAC registration documents.
• Develop and oversee control systems to prevent violations of legal guidelines and internal policies.

Implementing any outstanding Supply Chain and Administration audit recommendations at the Country

Reporting:

Ensure that all Operations (Supply Chain and Administration) functions are managed in the most cost-effective and efficient with the overall responsibility of compiling, monitoring, collating, and analyzing the following reports:

• Monthly Fleet Analysis Reports.
• Monthly Procurement Analysis Reports.
• Monthly Assets Reports.
• Monthly Warehousing Reports.
• Quarterly Operations compliance and capacity assessment reports.
• Follow up and provide feedback on monthly operations’ KPIs.
• Any other operations-related reports and KPIs that may be requested by the Head of Operations

Facilities Management:

Ensure that BRAC’s facilities are well managed by:

• Overseeing the overall maintenance of the residence/office premises, facilities assets, and equipment (physical work environment) and ensuring that these are secure and efficiently utilized
• Developing and maintaining general office equipment track; regularly evaluating equipment and planning/recommending up-grade for future needs and the disposal of obsolete items, taking initiatives to adapt economical solutions/services and best practices for efficient and effective utilization of BRAC’s resources.
• Managing, communicating, implementing, and maintaining office Health and Safety procedures including annual risk assessments, and in consultation with the Head of Operations developing evacuation and accident procedures
• Liaising with landlords on all BRAC rented properties
• Reviewing and annually updating all contracts and leases and ensure they are kept up to date and that all leases are compliant with the Liberian government tax and other legal requirements
• Overseeing the annual preparation of the renewal of licenses and permits as appropriate • Supporting field office facilities management

Documentation & Compliance:

Ensure that all Operations (Supply Chain and Administration) related activities are well documented, and comply with both BRAC International and Donor’s set down regulations, policies, and procedures by:

• Ensuring that the Country Procurement & Supply Chain operations are standard and aligned to BRAC’s protocols (i.e. Transport, Procurement, Warehousing, Assets, and Administration Management policies are adhered to and functions effectively managed).
• Maintaining all Operations files (procurement, warehousing, Assets Registers, administrative trackers, etc) in line with both BRAC and donor requirements. • Training Operations staff on the segregation of duties and the Delegation of Authority. • Reviewing all Contracts and Tender documents ensuring that processes and documentation adhere to the procurement policies and procedures.
• Conducting refresher training and inducting new staff on operations policies and procedures.
• Ensure all necessary legal and regulatory documents are filed with national authorities to maintain BRAC’s in-country registrations.
• Create a tracker for the renewal of BRAC registration documents.
• Develop and oversee control systems to prevent violations of legal guidelines and internal policies.
• Implementing any outstanding Supply Chain and administration-related audit recommendations at a Country level in liaison with the Head of Operations.

Reporting:

Ensure that all Operations (Supply Chain and Administration) functions are managed in the most cost-effective and efficient with the overall responsibility of compiling, monitoring, collating, and analyzing the following reports:

• Monthly Fleet Analysis Reports.
• Monthly Procurement Analysis Reports.
• Monthly Assets Reports.
• Monthly Warehousing Reports.
• Quarterly Operations compliance and capacity assessment reports.
• Follow up and provide feedback on monthly operations’ KPIs.
• Any other operations-related reports and KPIs that may be requested by the Head of Operations

Facilities Management:

Ensure that BRAC’s facilities are well managed by:

• Overseeing the overall maintenance of the residence/office premises, facilities assets, and equipment (physical work environment) and ensuring that these are secure and efficiently utilized
• Developing and maintaining general office equipment track; regularly evaluating equipment and planning/recommending up-grade for future needs and the disposal of obsolete items, taking initiatives to adapt economical solutions/services and best practices for efficient and effective utilization of BRAC’s resources.
• Managing, communicating, implementing, and maintaining office Health and Safety procedures including annual risk assessments, and in consultation with the Head of Operations developing evacuation and accident procedures
• Liaising with landlords on all BRAC rented properties
• Reviewing and annually updating all contracts and leases and ensure they are kept up to date and that all leases are compliant with the Liberian government tax and other legal requirements
• Overseeing the annual preparation of the renewal of licenses and permits as appropriate • Supporting field office facilities management

People Management:

Effectively manage the performance of the direct reports in Monrovia by:

• Contributing to the capacity building and career development (Of all staff under supervision) through technical support and on-the-job training and coaching, including in particular a thorough induction at the start of their contract.
• Ensuring that all Supply Chain and Administration staff members have accurate job descriptions, and that each member of the team fully understands the outcomes expected of them, by setting SMART objectives, and that they are aware of the success criteria relating to their work.
• Ensuring that Supply Chain and Administration staff members are aware of and comply with all of BRAC’s policies and procedures.
• Monitoring and reviewing the performance of the Supply Chain and Administration staff and holding staff accountable for meeting their success criteria; giving corrective feedback where required and taking decisive action in the case of poor performance.
• Ensuring that work within the team(s) is planned and organized in a way that will meet the organization’s needs in the most cost-effective manner possible; ensuring that team members are given appropriate workloads and are working efficiently.
• Overseeing the Operations department’s Leave Planning and monitoring staff attendance.

Capacity Building:

• Design, plan, and implement a capacity-building plan for all relevant BRAC Liberia staff on key elements of the different components of the Supply Chain and Administration. • Contribute to the daily capacity building and strengthening of decision-making capacities of Liberia’s national staff.

Essential

• Advanced University degree required, preferably in Logistics, Administration, or related field.
• Demonstrated experience in Logistics and/or Administration in Liberia. • At least five (5) years of progressive experience with at least three (3) years experience with an International NGO in Logistics
• Working Knowledge of the Procurement Cycle and Warehouse, property, and fleet management
• Demonstrated ability to manage multiple staff and coordinate Logistics activities • Excellent teamwork including abilities to coordinate well with diverse individuals and teams and to negotiate effectively with colleagues and stakeholders to achieve results; • Comprehensive knowledge of operations and logistics systems procedures for donor/client-funded projects.
• Strong computer skills in basic, office programs.
• Fluency in English, both written and spoken.

Desirable

• Willingness to undertake regular field visits and interact with different stakeholders, especially primary stakeholders
• Excellent interpersonal and communication skills, facilitation skills, and writing skills.

Essential

• Managing yourself
• Leadership
• Communicating and working with others
• Delivering Results
• Planning and Decision Making

Desirable:

• Creativity and Innovation
• Influence, Advocacy, and Networking

Change Management

• Safeguarding
• Read, understand, practice, promote, and endorse the issues of safeguarding policy among team members and ensure the implementation of safeguarding standards in every course of action
• Follow the safeguarding reporting procedure in case any reportable incident takes place, and encourage others to do so.
• Ensure the safety of team members from any harm, abuse, neglect, harassment, and exploitation to achieve programme goals of safeguarding implementation
• Act as a key source of support, guidance, and expertise on safeguarding for establishing a safe working environment
• Practice, promote, and endorse the issues of safeguarding policy among team members and ensure the implementation of safeguarding standards in every course of action • Follow the safeguarding reporting procedure for reportable incidents and encourage others to do the same

MAJOR CHALLENGES:

▪ Getting the right skill set within a limited budget

▪ Geographic and cultural constraints

Time constraint/ excessive workload

DECISION MAKING:

Decision taken independently:

Routine and operational

The decision referred to the Supervisor:

Policies related to financial approval.

BRAC is committed to safeguarding children, young people, and vulnerable adults, and expects all employees and volunteers to share this commitment. Therefore, our hiring process includes extensive background checks and criminal records disclosure. BRAC is an equal opportunities employer.

All qualified and interested applicants can submit a cover letter with their CVs with three referees, one of which should be your current or most recent employer/line manager, along with a copy of your educational qualification. Applications should be submitted by email to: bracrecruitement@gmail.com , with the position title on the subject line.

DEADLINE: August 12, 2024

PLEASE NOTE THAT ONLY SHORT-LISTED APPLICANTS WILL BE CONTACTED Preference will be given to qualified female candidates!