Operation Manager

The Operations Manager position holder will be reporting to the Country Director and is responsible for all operational support functions in Lebanon including Administration, Procurement, Logistics, IT and HR. S/he ensures compliance with donor regulations as well as IRL internal policies and procedures, updates local manuals and policies, and builds the capacity of local operations team members. S/he provides support other team members on operational issues, including proposal / budget development.

 

Essential Job Functions:

Team Management and intersectoral coordination:

• Lead, manage, motivate and develop capacity of team members (HR, Admin, Procurement, Logistics and IT). This will include leading on regular supervision and feedback sessions.
• Work closely with program, finance, Security, Media & Coms and IRL management to facilitate operations aspects of program planning, and upcoming operations resources needs, especially procurements and logistics.
• Advocate for operations systems, working with all IRL staff to ensure smooth introduction and adoption of operational systems.
• To identify operations needs of all IRL offices and coordinate at the time of budget preparation. Ensure meeting operational needs of the staff/offices and proper utilization of allocated budgets.
• Work closely with program and finance teams to deliver successful programs while demonstrating excellent stewardship of donor funds and compliance with IRL and donor regulations.
• Assist the program teams and departments to understand their roles and responsibilities in terms of interaction with operations departments, including regular coordination meetings, problem solving and procurement planning and other such planning activities to ensure effective and timely program implementation.
• Manage proper implementation of IRL systems of management, compliance and control as described in IRL field manuals.
• Work closely with finance compliance to mitigate fraud, conflict of interest and legal ramifications on IRL activities.
• Report daily/weekly/monthly on program and administrative activities and security situation, in addition to incident reports, to the Country Director as per determined communication schedule.
• Receive, brief and support all IRL visitors to the region.

 

Procurement

• Facilitate program and management to get required items / assets purchased timely, ensuring quality and following IRL/donor policies.
• Oversee and ensure timely and accurate processing and documentation of procurements as described in the Field Procurement Manual.
• Review all contracts and agreements and ensure that they are in I line with the local law and Islamic Relief polices and procedures
• Liaise with finance to ensure compliance and payment schedules.
• Facilitate tender openings, as necessary.
• Establish pipeline of supplies to Lebanon, overseeing the logistical aspects of the operation, as necessary.
• Organize all procurement activates relating to request for proposal, sealed bids, and price quotes.
• Review requisition for completeness and accuracy follow up on discrepancies with the initiating department, identify available supplier for each requisition item.
• Organize and maintain computerized records containing vendor and bid information.
• Process requisition into purchase orders and any resulting change order.
• Receive, open, screen log and date stamps bid response/quotation, mail as required and organize bids for review by the project management.
• Ensure Islamic Relief Lebanon personnel files are archived kept accurate and confidential.
• Ensure availability of suppliers and vendors database
• Coordinate and schedule meeting and appointments as requested, respond to inquiries which do not require the personal attention of the project management.

 

Human Resource

• To ensure the development, implementation and regular review of the HR unit’s work plans, systems, processes, policies and strategies.
• Oversee a comprehensive range of tasks in particular Payroll, Screening, Health, HRIS, Recruitment logistics, HR Supplier relations, Data Management, Documentation & Records
• Coordinate implementation of staff development and capacity building plan.                                 
• Maintain human resource staff by recruiting, selecting, orienting, and training employees.
• Prepare and process all national staff employment contracts,
• Facilitate adequate orientation process for all incoming employees (National& International)
• Ensure Islamic Relief Lebanon personnel files are kept accurate and confidential.
• Conduct investigations when employee complaints or concerns are brought forth. Maintaining records; representing the organization at hearings
• Conduct a continuing study of all Human Resources policies, employees’ handbook, programs, and practices to keep management informed of new developments and suggest any updates.
• Work with the management to ensure performance appraisals are carried out for every staff after probationary period and at least once a year.
• Review current HR practices, and together with IRL team develop and suggest new more appropriate ones.
• Ensure proper, professional, documented and clear communication with staff regarding all aspects of the HR activities.
• Ensure proper and timely screening of new recruits including monthly report on screening
• Perform any additional tasks as instructed by line manager and IR Lebanon management. 

 

Administration

• Ensure the Admin systems are implemented as described in the Field Administration Manual.
• Oversee the set-up and development of IRL office(s) to meet needs of team members including drafting and reviewing contracts for office and housing space, leasehold improvements, IT.
• Continue the development or review of country or field office specific policies (phone policy, IT policy) and with the admin team communicate new policies to all staff as described in the Field Administration Manual.
• Oversee facilities management, including housing, office and warehouse leases for both. Ensure security standards are maintained at all premises.
• Oversee tracking of all assets to ensure accurate record keeping of IRL and donor assets, including exceptional items that require registration and movement tracking, in accordance with the IRL Asset Management Manual.
• Work closely with Operations team regarding processing expatriate visa and work permits and road travel permits etc; Make sure visas and other required documents are approved from authorities timely
• Ensure all IRL contracts and business transactions/relationships are transparent and in compliance with Lebanese law and IRL/donor policies.

 

Logistics and IT

• Supervise the fleet management team and ensure that systems are in place to track maintenance schedules, fuel usage and vehicle scheduling as described in the Field Fleet Management Guidelines.
• Ensure the warehouse procedures are followed as described in the Warehouse Policy and Procedures Guidelines, as necessary.
• Ensure inventory records of materials and materials flow in all warehouses are maintained.
• Oversight of NFI, commodity storage and movements as needed.
• Coordinate logistics (non-program) aspects of material aid projects and associated shipments, and manage the importation and customs clearance elements.
• Oversee customs clearing, equipment registration, licensing and insurance, etc;
• Supervise IT System Administrator to ensure IT systems functions as needed. Make sure that all IT related issues for staff are timely resolved on sustainable basis.

 

Organizational Learning:  As part of our commitment to organizational learning and in support of our understanding that learning organizations are more effective, efficient and relevant to the communities they serve - we expect all team members to commit 5% of their time to learning activities that benefit IRL as well as themselves.

 

Accountability to Beneficiaries: IRL team members are expected to support all efforts towards accountability, specifically to our beneficiaries and to international standards guiding international relief and development work, while actively engaging beneficiary communities as equal partners in the design, monitoring and evaluation of our field projects.

 Supervisory Responsibility:  Directly supervises Procurement, HR, Admin, logistics Officers in Lebanon and provide technical support to operations staff.

 

Accountability:

Reports to: Country Director

Works with:  Finance Manager, Head of Programs, Program Coordinators and Security team members, Media & Coms, Security and other sectors as well as sub offices

Collaborates with:  All IRL logistics and operations team as required.

 

Knowledge and Experience:

• Bachelor in Business Administration or other relevant discipline, Masters preferred.

• 3-5 years of field experience in with a humanitarian relief or development non-governmental organization preferably with supervisor responsibilities.
• Experience in managing / supervising large logistic operations.
• Experience in setting up and managing administration, procurement and logistics, and providing effective management support in emergency responses in a multi-field office, multi-program setting.
• Demonstrated understanding of complex emergencies, related security concerns, and appropriate responses to such emergencies. Good context analysis skills.
• Excellent negotiation and representation skills and the ability to work comfortably with an ethnically diverse staff in a very sensitive environment.
• Effective skills in coordination, organization and prioritization as well as in Microsoft Office applications.
• Demonstrated attention to detail, ability to follow procedures, meet deadlines and work independently and cooperatively with team members.
• Proven ability to solve problems independently without direct supervision.
• Proven experience of budget and proposal development as well as budget management.
• Knowledge of IRL systems and procedures (particularly IRL procurement systems) highly desirable.
• Arabic & English proficiency required: excellent written and oral skills.
• Experience working with key donors in a multi-donor setting; knowledge of USAID and UN donor regulations helpful.

 

Success Factors:

The successful Operations Manager will have exceptional problem solving skills and an ability to work out methods to deliver successful programs while demonstrating excellent stewardship of donor funds and compliance with IRL and donor regulations. S/he will be outstanding at maintaining strong cooperating relationships with other departments and will have the ability to interact effectively with international and national personnel both in a managerial as well as training capacity. The Operations Manager will also demonstrate ability to multi-task, meet deadlines and process information in support of changing program activities.

 

 

Other

Understanding of and commitment to safeguarding, child safety and protection from sexual abuse and exploitation principles.

 

Islamic Relief considers the welfare and protection of children, young people and people at risk to be paramount to the organization. With a zero tolerance approach Islamic Relief have is committed to safeguarding people within our programs and projects from Exploitation and Abuse which also describe standards in behavior expected from the organization, its staff and representatives towards each other and those we serve. Any candidate offered a job with Islamic relief will be expected to sign Islamic Relief Safeguarding Policies and code of conduct alongside to their contract of employment

 

This job description may change based on the situation in the field. All staff are expected to show high level of flexibility in order to respond to the ever-evolving situation. Furthermore, he/she can be required to perform other related duties as identified by his/her supervisors.

I have read and understood the job description and I agree to perform the duties stated herein to the best of my ability.