DEPARTMENT/
COUNTRY PROGRAM DESCRIPTION/ MISSION
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.
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
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.
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.
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.
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).
is a Kigali based position with frequent travel to field sites (20% of time).
MAJOR
AREAS OF ACCOUNTABILITY/PRIMARY DUTIES/RESPONSIBILITIES
AREAS OF ACCOUNTABILITY/PRIMARY DUTIES/RESPONSIBILITIES
Operations
Management (30%)
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;
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;
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;
Maintain internal Standard Operating Procedures (SOPs) and operational
policies;
·
Insure full compliance of operations with ARC and donor rules, regulations and
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;
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;
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;
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;
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;
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;
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;
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 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.
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.
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%)
Chain Management (60%)
a.
Procurement
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;
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;
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;
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;
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;
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;
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;
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;
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;
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;
Design and manage all contracts for goods and services in collaboration with
ARC Legal Advisor;
b.
Logistics
Logistics
·
Collaborate with Senior Program Coordinator to ensure compliance with all IP
Dashboard indicators related to operations and 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 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;
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;
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;
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. ;
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.
Represent ARC in logistics coordination meetings and ensure coordination with
partners, local authorities, UN bodies and INGOs.
Security
Management (10%)
Management (10%)
·
Monitor and report on the security situation in Rwanda and the region on a
regular basis;
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;
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;
Improve capacities by organize regular trainings and simulations to maintain
emergency and security preparedness;
·
Manage all security incidents and crisis;
Manage all security incidents and crisis;
·
Brief all staff and visitors on basic security procedures when required;
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;
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;
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;
Diligently implement all recommendations from management and HQ on security
management;
·
Collaborate with Program team to improve emergency preparedness including DRR;
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;
Put in place a 24/7 stand-by operational security network with security focal
points in all sites;
Any
other duties as required.
other duties as required.
EDUCATION,
TECHNICAL SKILLS & KNOWLEDGE REQUIRED
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;
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;
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.);
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;
Continuous education and specialized trainings in operations and logistics
management;
·
Strong experience and technical skills in supply chain management and asset
management;
Strong experience and technical skills in supply chain management and asset
management;
·
Proven track record in security management;
Proven track record in security management;
·
Background in policy formulation, process design and quality management;
Background in policy formulation, process design and quality management;
·
Skills and knowledge in the design and use of Information Management Systems
(IMS);
Skills and knowledge in the design and use of Information Management Systems
(IMS);
·
Knowledge of donor’s procurement policies (BPRM, UNHCR etc.);
Knowledge of donor’s procurement policies (BPRM, UNHCR etc.);
KEY
BEHAVIORS & ABILITIES
BEHAVIORS & ABILITIES
·
Proactive, Innovative, Self-motivated, Result based, Detailed oriented;
Proactive, Innovative, Self-motivated, Result based, Detailed oriented;
·
Strong work ethics and integrity;
Strong work ethics and integrity;
·
Ability to work under pressure and to multitask;
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;
Advanced planning skills and ability to meet deadlines in a rapid pace
environment without compromising on quality;
·
High level of flexibility and tolerance to ambiguity;
High level of flexibility and tolerance to ambiguity;
·
Strong staff supervision and team capacity building skills;
Strong staff supervision and team capacity building skills;
·
Excellent leadership and organizational skills;
Excellent leadership and organizational skills;
·
Fluency in written and spoken English. Knowledge of French is an advantage.
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.
Appetite for the use of technological solutions and innovations to improve
efficiency and effectiveness.
·
Strong computer literacy (Advanced Excel and Access, Data Base software, Supply
chain software, other IMS solutions etc.).
Strong computer literacy (Advanced Excel and Access, Data Base software, Supply
chain software, other IMS solutions etc.).
How
to apply:
to apply:
Interested
candidates are required to click here to apply
candidates are required to click here to apply
Closing date: 03 Oct 2014
