American Refugee Committee Operations & Logistics Manager Job Vacancy in Kigali, Rwanda

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the ground up. We work with people at the most vulnerable points in their
lives, when they have lost everything to war or disaster. They let us know what
they need most, and we work together to develop ways to help them get it. Our
programs are as diverse as the people we serve, but they all work together for
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Operations & Logistics Manager

American Refugee Committee
Kigali, Rwanda
Full-Time

POSITION TITLE: Operations
& Logistics Manager
DEPARTMENT OR COUNTRY PROGRAM: Rwanda
RESPONSIBLE TO: Country Director
STATUS: Full time
SUPERVISORY CAPACITY: Management and supervision of all Logistics
personnel

COUNTRY PROGRAM MISSION:

The overall goal of ARC’s program in Rwanda is to
improve life’s conditions and capabilities of the displaced refugee population
from eastern DRC by ensuring the provision of basic services (adequate health
care, shelter, water, sanitation & hygiene, gender based violence
prevention and detection, HIV/AIDS prevention & treatment) and enabling
economic recovery in five refugee camps located in Byumba (Gihembe camp),
Kibuye (Kiziba camp), Gatsibo (Nyabiheke camp), Nyamagabe ( Kigeme) and
Gisagara (Mugombwa) in Rwanda.

PRIMARY PURPOSE OF THE POSITION:

ARC is looking for an experienced, result driven,
innovative and highly conscientious individual to manage and coordinate its
logistics and operations to provide outstanding support to its program in the
country. The Operations and Logistics Manager (OLM) will provide leadership to
improve the performance of all logistical and operational functions to achieve
better service delivery and cost-effectiveness using best and emerging
practices in operations management and putting to profit technological
innovations

Within a matrix management structure, the OLM will
report to the Country Director and directly supervise a team of logistics staff
based in Kigali and also provide technical support and capacity building to
logistics personnel in the field. The OLM is a member of the management team
and will work in close coordination with other departments and management staff
to provide outstanding support to the field operations and to collaborate with
Head Quarters on operational issues.
The successful candidate will be a self motivated, client oriented operations
manager with strong sense of personal ethic, integrity, a big appetite for
quality improvement and accountability to improve stewardship of ARC’s
resources. The OLM will be a key contributor in helping ARC Rwanda to navigate
towards a period of change to achieve its new country strategy.

This is a Kigali based position with frequent
travel to field sites (20% of time).

MAJOR AREAS OF ACCOUNTABILITY/PRIMARY

DUTIES/RESPONSIBILITIES:

Operations Management (30%)

Coordinate and plan operational activities of
the Kigali Head Office in collaboration with Administrative Manager to
insure outstanding customer care and efficient use of resources;
In collaboration with the Country Director and
the management team, insure maintenance and update of the organizational
structure with clear organigrams and job descriptions for all teams and
staff;
Maintain internal Standard Operating
Procedures (SOPs) and operational policies;
Insure full compliance of operations with ARC
and donor rules, regulations and policies;
Knowledge building and sharing with regard to
management of operations, organization of staff training and synthesis of
lessons learnt/best practices;
Stay abreast of relevant donor policies,
procedures, rules and regulations and train ARC program and partner staff
in these policies;
Process and, if necessary, update service
contracts for all the office related services;
Manage all ARC’s facilities (Offices, Guest
Houses, Warehouses, etc.) and provide support for International staff
housing facilities;
Insure effective circulation of mail and
documentation around the different ARC offices around the country;
Negotiate and administer all leases and
contracts for all ARC rented premises and equipment. Ensure safety and
maintenance of premises and equipment;
Put in place appropriate controls and systems
to insure compliance with all operational policies including regular spot
checks, audits and verifications;
Oversee the management of all communication
assets and services to insure communication needs are covered efficiently;
Oversee the management of all IT related
activities including IT support function, network administration, data
management and web services, electronic communication including email and
dissemination of data, user trainings for ARC standard applications,
provision of day to day IT support to staff and ensuring adherence to ARC
IT standards.
Prevent fraud and corruption in all operations
by insuring appropriate controls and oversight are in place. Thoroughly
investigate all allegations of fraud if any and diligently report to the
Country Director for action.

Supply Chain Management (60%)

a. Procurement

Supervise and support the procurement team for
the transparent and auditable management of all procurements of the
Country Office in line with the policies and procedures of ARC;
Ensure that monthly and quarterly procurement
plans are developed, submitted, and within budget limits and compliant
with donor requirements;
Manage all tender processes to insure
effectiveness, transparency, accountability and the purchase of goods and
services at the best market prices possible;
Coordinate regular market assessments to maintain
accurate knowledge of market prices for most common goods and services;
Put in place and maintain a suppliers database
and introduce cost-effective and transparent bid collection practices;
Build and maintain constructive and ethical
business relationship with suppliers and private sector’s operators to
ensure that ARC gets value for money in the supply chain process;
Oversee the management of a procurement
tracking system including the preparation of weekly tracking reports;
Prepare monthly status reports on procurement,
assets, contractor database and payments;
Ensure the timely completion of all
purchases/procurements and regular submission of procurement committee
minutes;
Design and manage all contracts for goods and
services in collaboration with ARC Legal Advisor;

b. Logistics

Collaborate with Senior Program Coordinator to
ensure compliance with all IP Dashboard indicators related to operations
and logistics;
Ensure timely and appropriate establishment of
all logistics infrastructures (warehousing, transport, distribution) and
associated operating , management and monitoring systems;
Ensure that donor compliance is adhered to
throughout the procurement and logistical process;
Proactively develop the skills of ARC staff to
understand and utilize supply chain tools and services to design and
implement quality programming;
Supervise supply chain staff to provide
logistical support to all programs and ensure proper warehousing,
communication, procurement, assets and stock management, and transportation
for all ARC areas of operation;
Ensure that the vehicle fleet owned by or lent
to ARC is managed according to ARC and/or donor’s policies and procedures,
including efficient fuel consumption, maintenance and repairs, mileage
monitoring etc. ;
Represent ARC in logistics coordination
meetings and ensure coordination with partners, local authorities, UN
bodies and INGOs.

Security Management (10%)

Monitor and report on the security situation
in Rwanda and the region on a regular basis;
Constantly update the Field Security Manual
and procedure and disseminate them to the staff;
Improve capacities by organize regular
trainings and simulations to maintain emergency and security preparedness;
Manage all security incidents and crisis;
Brief all staff and visitors on basic security
procedures when required;
Insure safety of all ARC assets, supplies and
premises including the contracting of appropriate insurance coverage;
Conduct regular and detailed risks analysis
and put in place appropriate mitigation and contingency measures;
Diligently implement all recommendations from
management and HQ on security management;
Collaborate with Program team to improve
emergency preparedness including DRR;
Put in place a 24/7 stand-by operational
security network with security focal points in all sites;

Any other duties as required.

EDUCATION, TECHNICAL SKILLS & KNOWLEDGE
REQUIRED:

Minimum of 5 years of operations and logistics
management experience with humanitarian or development programs at the
international level in diverse settings;
Previous international exposure working in
different countries in and out of Africa;
Masters degree in a related field required
(Operations Management, Business administration, International Trade,
Humanitarian Logistics etc.);
Continuous education and specialized trainings
in operations and logistics management;
Strong experience and technical skills in
supply chain management and asset management;
Proven track record in security management;
Background in policy formulation, process
design and quality management;
Skills and knowledge in the design and use of
Information Management Systems (IMS);
Knowledge of donor’s procurement policies
(BPRM, UNHCR etc.);

KEY BEHAVIORS & ABILITIES:

Proactive, Innovative, Self-motivated, Result
based, Detailed oriented;
Strong work ethics and integrity;
Ability to work under pressure and to
multitask;
Advanced planning skills and ability to meet
deadlines in a rapid pace environment without compromising on quality;
Strong staff supervision and team capacity
building skills;
Excellent leadership and organizational
skills;
Fluency in written and spoken English.
Knowledge of French is an advantage.
Appetite for the use of technological
solutions and innovations to improve efficiency and effectiveness.