International Rescue Committee Operations Manager Job Vacancy in Liberia

Position Overview:
The Operations Manager is an integral part of the Voinjama Program Support Office and will report directly to the Field Coordinator. This position is responsible for the management and oversight of critical operations and supply chain functions including Procurement, Warehousing and Asset Management, Fleet Management and Office Administration.

Duties and Responsibilities:
Specific duties and responsibilities include:

Compliance
• Ensure operational activities are conducted according to IRC policies and procedures and Donor guidelines through frequent and routine verification of operational documents and reports;
Assist the Field Coordinator with implementation of new policies and procedures from the Monrovia Head Office;
Promptly inform the Field Coordinator of any areas of concern or potential or suspected violations of policies and procedures;
• Ensure timely and accurate submission of monthly reports and data required by Monrovia office including procurement request tracking, fuel consumption reports, vehicle maintenance tracking and supply and asset inventory lists;
Work effectively with program staff in planning and delivering timely operations support.

Staff Management
• In accordance with national staff policies and HR best practices, supervise the operational support team including Warehouse Officer, Operations/Procurement Officer, Mechanic and Drivers;
Provide• guidance and training to operations staff to ensure their full knowledge of the IRC Supply Chain Manuals and Liberia Supply Chain policies;
Report any violations of the IRC Code of Conduct as per the IRC Liberia reporting mechanisms.•

INTERNATIONAL RESCUE COMMITTEE
Tubman Boulevard, Congo Town
Opposite Zone Three Police Station
P.O. Box 3912
Monrovia, Liberia

Procurement Management
Monitor procurement records to ensure that procurement actions are fully and clearly documented according to IRC policy;•
• Raise Electronic Purchase Requests (EPR) for operations, Payment Requests (PRs) and may execute procurement as may be required especially for construction projects but should not at any given time procure and perform warehouse duties at the same time to ensure segregation of duties;
Analyze Purchase Request Tracking to ensure that all procurement is carried out efficiently and in a timely manner;•
Responsible for creation and management of list of Authorized Suppliers using IRC’s selection and pre-qualification processes;•
• Prepare Requests for Proposals and manage contract/tender processes with additional oversight from the Monrovia Procurement Office;
Coordinate with the Monrovia Procurement Office for high value procurement requests over $5,000 USD.•
Warehousing and Asset Management
Ensure proper functioning of warehouses including recordkeeping, storage, safety, and security;•
Monitor warehouse records including delivery reports, stock cards, waybills and inventory reports;•
Conduct routine inventory spot checks and report findings to Field Coordinator;•
• Maintain and update the Asset Inventory List for the Voinjama Office. Promptly notify Field Coordinator of unserviceable assets requiring disposal;
Maintain asset/equipment issue forms.•

Fleet Management
Organize transport requests and ensure the weekly Staff Transport System operates according to schedule;•
• Monitor generator, vehicle and motorbike fuel consumption. Analyze fuel consumption reports and notify the Field Coordinator of any discrepancies or concerns which may require further investigation;
Track vehicle maintenance actions for Voinjama based vehicles;•
• Assist the mechanic with vehicle maintenance scheduling and help to prioritize vehicle maintenance needs for the three Lofa Program Offices;
• Track and work with the Monrovia office to ensure monthly and quarterly procurement of vehicle and generator fuel, motorbike gasoline, and lubricants according to strict adherence to program spending plans and procurement rules;
Maintain vehicle files.•

Office Administration
Oversee daily management for field Operations Office including health, safety and workstations;•
Track office stationary supplies and reordering;•
• Ensure the collection, distribution and coordination of time and effort sheets, pay slips and leave forms in collaboration with the Monrovia HR office;
Other duties related to Operations Management which may be assigned by the Field Coordinator to maximize program outcomes.•

Qualifications:
Minimum two years experience in a multi-tasking Operations role, preferably with an international NGO;•
Strong understanding of standard Procurement, Warehousing and Fleet Management concepts and best practices;•
Strong sense of personal integrity;•
• Strong managerial skills and ability to motivate and inspire a team to achieve superior results in all aspects of Operations Management;
Strong computer and communication skills. Fluency in English (written and spoken);•
Strong mathematical skills and the ability to analyze figures and data to draw meaningful conclusions;•
Record of performance in high-pressure work environments and ability to problem solve without immediate supervision.•

APPLICATION SHOULD BE ADDRESS TO:
To apply: email your CV and Covering Letter to kennedy.devine@liberia.theirc.org . cc: mahnsan.nyenatee@liberia.theirc.org .

You can hand deliver your application to: Human Resource, International Rescue Committee Head Office in Congo Town, Tubman Boulevard, Opposite Zone Three Police Station, Monrovia or forward it to IRC’s nearest offices in Nimba, Grand Gedeh and Lofa Counties. Clearly label envelope (Position: Operations Manager, Lofa Program). Deadline for submission of application is July 6, 2012.