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, 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.

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.

Key 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 office.

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 analysing 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.

People Management:

• 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.

Academic Qualifications:

• At least five (5) years of progressive experience with at least three (3) years’ experience with an International NGO in Logistics
• Bachelor’s degree in Procurement, Supply Chain and Logistics or business related field.
• Advanced university degree required, preferably in Logistics, Administration, or related field.

Required Skills, Competencies & Knowledge:

• 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

Employment type: Regular/Fixed-Term

Salary: Negotiable

About BRAC International:

BRAC International (BI), a leading non-profit organization, is on a mission to empower people and communities facing poverty, illiteracy, disease, and social injustice. Our vision is to create a world free from exploitation and discrimination, where everyone has the opportunity to realize their potential. We design proven, scalable solutions that equip people with the support and confidence they need to achieve their potential.

BRAC was founded in Bangladesh in 1972 and over the last five decades has grown to become one of the world’s largest non-governmental organisations (NGOs), reaching over 100 million people. We started our first international operation by venturing into Afghanistan in 2002, building on lessons from our work in Bangladesh to support a nation devastated by war. Currently operating in 16 countries across Asia and Africa. Born, proven and led in the Global South, BRAC International brings a unique Southern perspective and commitment to continuous learning, providing a depth of insight, experience and evidence to meet the needs of diverse communities with humility and courage across Asia and Africa. To learn more about BRAC International, please visit (www.bracinternational.org.com)

Our Core Values:

Integrity: We approach our work with honesty and integrity.

Innovation: We innovate and iterate to improve our impact.

Inclusiveness: We foster inclusion to reach those who need it most Effectiveness: We strive for effectiveness to better serve people in poverty

If you feel you are the right match for the above-mentioned position, please follow the application process to grab your dream opportunity!

External candidates are recommended to email their Resume with a cover letter and any supporting documents to bimcf.liberia@brac.net

Internal candidates are recommended to apply with their latest Resume including all job assignments in detail and a cover letter mentioning core competence and career aspiration with BRAC PIN and email to bimcf.liberia@brac.net copying their immediate line manager. Please mention the name of the position in the subject bar.