Senior Operations Manager (m/f)

Description

• Be Girl’s strategy in Mozambique includes: 1) product sales through commercial distributor channels; and 2) partnerships with NGOs to sell period products in bulk for distribution through social impact programs and provide training in menstrual education
• From October 2021 through September 2022, Be Girl Mozambique is implementing a menstrual education program funded by the PEPFAR DREAMS initiative. The Senior Operations Manager will dedicate an estimated 50% level of effort (LOE) to DREAMS activities during this time period, while overseeing the Procurement Assistant and HR Assistant, who dedicate 100% LOE to DREAMS

Duties

Procurement

• Manage the full procurement process for all company needs according to company procurement policy and grant-specific requirements (where relevant), including but not limited to flights, hotels, printed items, and shipping
• Manage all contracts for short-term contractors
• Ensure that all contractors and vendors are paid on time by requesting payments in a timely manner and following up to confirm payment
• File all procurement paperwork in compliance with Be Girl policies and procedures and grant funder requirements
• Manage work of Procurement Assistant

Human Resources

• Support current and future business needs through the development, engagement, motivation and preservation of human capital
• Ensure that all team have up-to-date contracts in accordance with Be Girl policy and Mozambican labor law
• Manage payroll processes and coordinate disbursement with the Senior Finance Manager
• Manage Dovico time-tracking system, including: ensuring all team members are tracking their time in Dovico; checking time tracking prior to payroll; updating Dovico system as needed for new projects, tasks, and team members
• Review and approve/disapprove all requests for paid time off and ensuring paid time off taken is entered properly in Dovico
• Coordinate annual performance review process for all staff
• Coordinate recruitment processes according to standard procedure
• Oversee onboarding and offboarding processes for employees
• Manage benefits program (e.g., health insurance) for the office
• Manage work of HR Assistant and Transportation Coordinator

Inventory & Logistics

• Manage inventory levels and anticipate inventory needs. With the support of the Mozambique Data Manager, ensure that all inventory movement is tracked correctly and manage inventory tracking in the absence of the Data Manager
• Manage import and customs clearing process for products imported into Mozambique, initially under the guidance of the Country Director and Senior Finance Manager
• Prepare and manage shipments of all products to fulfill orders from Mozambique’s inventory, initially under the guidance of the Country Director and Senior Finance Manager

Compliance

• Ensure that all Be Girl Mozambique team members and Be Girl processes adhere to organizational policies (including but not limited to procurement, travel) and ensure that all relevant grant/donor compliance processes are followed accordingly
• Recommend and develop new policies for the office to ensure compliance with Mozambican law and contribute to an equitable working environment
• Identify possible compliance risks with consideration for Mozambican laws and make recommendations to the Country Representative to reduce risk exposure
• Organizational processes, learning, and culture:
• Ensure compliance with organizational processes, including tracking personal time and expenses, entering client data in Pipedrive, ensuring critical documents are reviewed appropriately, and submitting necessary forms (e.g., for travel, procurement)
• Ensure organizational values are reflected in all professional decisions
• Actively contribute to a positive working environment for all staff

Requisites

• Bachelor’s degree or relevant experience in Business, Human Resources Management, or related field
• At least two years of experience in human resources or business operations
• Impeccable attention to detail and organizational skills
• Ability to use Microsoft Excel, Word and PowerPoint and learn new software quickly
• Excellent oral and written communication skills in English and Portuguese
• Success Factors:
• A strong work ethic and an energetic ‘whatever it takes’ positive attitude
• Communicative, charismatic, creative and humble
• Autonomous self-starter
• Organized strategic thinker with good problem-solving skills
• Team player

Notes

• Only shortlisted applicants will be contacted
• Reports to: Social Impact Director
• Works closely with: Senior Finance Manager
• Direct reports: Procurement Assistant, HR Assistant, Transportation Coordinator
• Job Type: Full-time
• We encourage women to apply