Operations Manager (m/f)

Description

• Project: Global Health Supply Chain – Procurement and Supply Management (GHSC-PSM) Mozambique
• The overall goal of GHSC-PSM is to procure and provide health commodities for all USAID health programs, including but not limited to, HIV/AIDS, Malaria, Family Planning, and Maternal & Child Health, as well as provide systems strengthening technical assistance to improve supply chain management and commodity security in Mozambique
• The Operations Manager will play a key role in the management of office, procurement and human resources processes for the GHSC-PSM Mozambique Maputo office and overall project
• The Operations Manager will report directly to the Director of Operations. This is a long-term position for the life of the contract based in Maputo, Mozambique

Duties

Office Management

• Arrange and oversee maintenance and management of physical office space, including repairs, managing office contracts and leases, the purchase and management of office supplies, and arranging for and overseeing the maintenance of office equipment
• Establish and maintain a filing system for archiving all relevant administrative, contractual, and personnel documentation and ensure files are up to date at all times
• Assist with general administrative duties as needed, including preparing all necessary administrative forms and overseeing travel logistics for project staff and consultants
• Perform orientation for short-term consultants on field office procedures
• Ensure office and staff contact lists and Emergency Action Plans are up to date
• Supervise receptionist, administrative assistant, and cleaners, monitoring performance

Procurement

• Coordinate project procurements, in full compliance with all applicable USAID rules and regulations and Chemonics’ internal policies and procedures including but not limited to:
• Planning procurement and writing appropriate specifications with relevant technical specialists
• Ensuring competition among vendors and draft Requests for Quotations (RFQs) and Request for Proposals (RFPs)
• Evaluating offers or organizing evaluation committees
• Monitoring contracts and ensuring payments are made in a timely manner
• Assisting in writing purchase orders and subcontracts as necessary
• Maintaining all appropriate documentation
• Work with the finance manager to maintain the project’s inventory and tracking system and ensuring project assets are secure at all times

Human Resources

• Coordinate the full cycle recruitment process in compliance with established procedures and regulations including but not limited to creation of job descriptions and interview questions, shortlisting and pre-screening candidates as well as reference checks, and negotiating offers of employment. Ensure project compliance with local labor laws
• Maintain personnel and recruitment files and ensure they are always complete, and compliant with Chemonics policy, local labor laws, and USAID regulations
• Proactively manage and administer benefits including liaising with vendors, according to Chemonics policies and labor laws requirements
• Ensure maintenance of accurate timesheet records and ensure all timesheets are submitted on time with the correct approvals, filed and that leave is tracked at all times
• Ensure new hires are properly oriented to the project and relevant Chemonics policies in order to perform the job
• Assist the Operations Director in managing the annual assessment process and ensure procedures are communicated and followed
• Any other tasks as required

Requisites

• Degree in Project Management, Business Administration, Public Administration, or other relevant field
• At least 7 years of experience working for development projects or organizations
• At least 4 years of experience working on USAID projects, preferably with responsibilities in procurement, human resources and/or operations
• Attention to detail and very high organizational skills a must
• Demonstrated success in working on programs of similar magnitude and complexity, working collaboratively with various teams, and communicating effectively
• Ability to exercise confidentiality and high levels of professionalism
• Fluency in Portuguese and advanced English is required

Notes

• Only shortlisted applicants will be contacted