Operations Manager

Liberia Nationals Only

Department: Programme Logistics

Responsible to: Programmes Operations Lead

Location: Tubmanburg, Bomi County, Liberia

Contract length: Permanent

Our vision

That every child receives one daily meal in their place of education and that all those who have more than they need, share with those who lack even the most basic things.

Our mission

To enable people to offer their money, goods, skills, time, or prayer, and through this involvement, provide the most effective help to those suffering the effects of extreme poverty in the world’s poorest communities.

Our values

Confidence in the innate goodness of people – respect the dignity of every human being and family life – good stewardship of resources entrusted to us.

Job purpose

Reporting to the Programme Operations Lead, the Operations Manager will coordinate warehouse management, supplier management and distribution. Ensuring that our supply chain network is coordinated and complies with logistics policies and procedures to ensure timely delivery of school feeding items.

The operations manager will also coordinate assets and facilities management, supporting the operations lead in continuously improving our operations by providing key inputs and innovations.

Key activities

Fleet Management

• Coordination with Logistics Manager on fleet utilization to ensure vehicles are available to conduct food deliveries & monitoring on time.

Contract and Supplier Management

• Support Operations lead by ensuring contract clauses are adhered to by implementing partners and recommend necessary actions in case of breach.
• Follow on documentation for food contracts and ensure renewal is done on time • Ensure that provision of facilities management adequately (regular or one off) is backed by relevant service contracts.

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• Make sure that food is tested based on established parameters and in line with the Food Testing Policy & Procedures before delivery to MML warehouse.
• Work closely with all food suppliers, to ensure food received in warehouse and delivered to schools is of correct quantity and quality.
• Ensure that the incident management SOP is strictly adhered to by all team members.

Asset and Facilities Management

• Support Operations Lead by ensuring that MML property and its surrounding, and assets are maintained in line with MML health, safety and security standards and appropriate local legislation and regulations.
• Ensure construction projects are undertaken in line with local guidelines and relevant technical support
• Ensure proper adherence to MML’s policy and regulations in the management, tracking and disposal of assets (accountability, proper care & maintenance)
• Develop mechanisms to ensure proper care and maintenance of MML buildings and premises • Ensure MML buildings and surrounding are properly branded, including school feeding premises if appropriate.
• With support from Head of Services, Programmes Logistics Lead and HQ IT Team, ensure IT equipment, services and systems are functional and maintained in all sites.

Property and Maintenance Management

• Support Operations lead in property Maintenance and management
• Responsible for the maintenance and structural repairs of the buildings and compound (repairs, construction, generators,)
• Supervision of compound and cleaning arrangements and structural property maintenance works • Handle building-equipment repairs on an ongoing basis and serve as a liaison between MML employees and outside contractors called in to fix problems.

Warehouse and Stores management

• Ensure compliance to warehouse manual guidelines and organisational policies and procedures • Keep abreast of the supply chain of Mary’s Meals food to prepare storage space and offloading the goods
• With the support of Programmes Logistics Lead, ensure accurate and timely receiving and delivery of stock
• Ensure all necessary paperwork is recorded for receipt and dispatch of goods entering and leaving the warehouse respectively
• Conduct warehouse daily/weekly/monthly spot checks
• Work closely with outsourced Logistic Companies and the Logistics officer, Operations officer and SFM to maintain an up-to-date inventory register for stock movement

• Establish stock optimal stock balances
• Always work closely with Outsourced Logistics Companies and the programme team, by ensuring availability of food stocks and flag to budget holders when stock comes below optimal levels • Take periodic inventories and participate in monthly and end of year inventory stock take. • Manage the spare part store by making fleet inventory and the excel spread are matching • Make sure the stock of non-food items is accurate, and in case of distribution all movement is track.

Management Reports

• At least on a monthly, prepare management accounts that inform and evaluate the performance of Operations functions
• Prepare monthly stock report and provide and address stock variances between physical stock take and monthly stock report
• Prepare damaged stock and loss report
• Prepare monthly facilities management report
• Adjust stock movement in the stock ledger
• Work with Outsourced Logistic Companies for the preparation a monthly distribution planner, mapping out schools per district and share with the program before start of any food deliveries.

Team Management and Development

• In consultation with the Programmes Operations Lead, review logistics structures and functions where necessary
• Actively participate in the management team
• In consultation with the Programmes Operations Lead represent Mary’s Meals in relevant internal and external logistics forums in Liberia.
• Develop, implement, review and monitor progress of agreed annual logistics plans to complement the country strategic plan
• Lead in budgeting and management of logistical resources
• Capacity building of staff in logistics processes and procedures
• Ensure that incidents are reported in a timely and concise manner in line with MML policy • In consultation with the Programmes Operations Lead &HR Manager develop a high performing logistics team through mentorship, support, and performance management • Ensure all logistical Operational data is backed up in line with the organisational policy and process •

How to apply for this role

To apply, please send your CV (maximum 3 pages) with details of three professional references (emails and cell numbers), a cover letter explaining why you are interested in the role and a valid up to-date Police Clearance of good conduct (Liberian nationals) to Jobs.Liberia@marysmeals.org

Closing date: 17th November 2024, at 5pm. Only shortlisted candidates will be communicated to for interview.

Your covering letter should make a compelling case for why you feel motivated to work for Mary’s Meals Liberia in this role, as well as giving a concise overview of your most relevant skills and experience and should fill no more than two pages of A4.

While Mary’s Meals Liberia will endeavour to contact all candidates within a reasonable time, this may not always be possible due to limited resources. Therefore, if you have not heard from us within two weeks of the closing date, you can assume that your application has, on this occasion, been unsuccessful. Mary’s Meals Liberia is an equal opportunities employer.

All applicants will be judged strictly based on merit.

Please note: A second interview stage may be required.

Mary’s Meals is a child friendly organisation committed to the protection of children.

Mary’s Meals is an equal opportunities employer, all who meet the criteria are encouraged to apply.