American Refugee Committee International ,Operations and Logistics Manager Job Vacancy in Rwanda

DEPARTMENT/ COUNTRY PROGRAM DESCRIPTION/ 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;

· Postgraduate 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;