POSITION SUMMARY:

Reporting to the Deputy Chief of Party and working with the senior management team, the Manager Operations will be responsible for day-to-day operations ensuring organizational effectiveness by providing leadership to the project’s operations, administration, procurement, logistics and IT functions. The position will also contribute to the development, improvement and implementation of processes, policies and procedures of the project.

RESPONSIBILITIES: General Administration:

• Lead the WL and the Subcontractors teams for the preparation of an operational plan for the project and ensure that the plan is implemented at the head office and by the partners.

• Oversee day-to-day operations in the project office(s) to support effective and efficient project implementation.

• Develop and improve policies, procedures and forms to support office and staff administration;

• Maintain and regularly update contact lists of staff, partners, project related government and external stakeholders;

• Supervise preparation of documents required for international staff and visitor permits, NOCs, and other related government requirements related to visits of international staff;

• Prepare operational budgets, control inventory and monitor adherence to rules, regulations and compliance procedures;

• Review and check all operational transactions are in compliance with payment and reporting requirements;

• Spearhead filing and record-keeping of documents related to operations and program activities in accordance with USAID rules and regulations;

Procurement and Facilities Management:

• Conduct a market research of all the goods and services to be procured for the project work and short list the most efficient suppliers as per USAID and World Learning rules and procedures.

• Maintain and update records of all the short listed suppliers for both WL and partnering organizations and over see that all the sub contractors have also such lists available.

• Develop, review, improve and implement procurement policies and procedures to ensure timely procurement of goods and services to support implementation of project activities;

• Ensure procurement of goods and service in compliance with project’s procurement policies and procedures;

• Review and address staff needs accommodation and supplies in the office and ensure upkeep of office premises in Islamabad and Peshawar (the latter as required);

• Ensure proper functioning of office equipment and machinery. Prepare schedule for timely maintenance of all equipment and carry out repairs as and when needed;

• Prepare contracts and agreements for facilities and services provided at facilities;

• Review and verify bills received for facilities, utilities, maintenance, supplies, furniture and equipment etc.

• Ensure logistical arrangements to support implementation of program activities and events. This can include venue selection, travel and transportation, lodging, training materials, catering services etc.

Logistics:

• Review all Purchase Requests (PRs), Travel Expense Requests (TERs), and bills for proper calculation adequacy before approval;

• Manage project vehicles and official travel;

• Manage travel by air and by road. It also includes airport transfers and pick and drop of local staff;

• Regular communication, coordination and planning with the team for official travel and use of project vehicles;

• Review and track records and log sheets for payment and audit of travel logistics;

• Supervise drivers and ensure fuel management and vehicle maintenance;

• Prepare contracts and agreements for project warehouses and freight services.

Inventory Management:

• Plan and manage the inventory management activities of the project;

• Maintain and update inventory records for the project assets from start till end of the project;

• Conduct inquiries into inventory management incidents and address complaints regarding inventory management;

• Prepare inventory disposition plans for project assets in compliance with USAID rules and regulations.

QUALIFICATIONSEducation: 

• Master’s degree in Management/IT/Finance or any other relevant discipline from a recognized university

Work Experiences (Essential): 

• At least five (5) years of similar work experience, preferably with INGO;

• Experience and knowledge of USAID, UKAID, EU and Government of Pakistan’s rules and regulations related to HR, operations and procurement.

Demonstrated Skills:

• Proven experience of operations, Finance, procurement and logistics;

• Ability to work under pressure, long work hours, and heavy workload;

• Ability to work with a diverse team from different socio-cultural backgrounds;

• Ability to independently organize work and prioritize tasks;

• Strong inter-personal and management skills; and

• Self-motivated, honest, highly responsible, and punctual.

Language and Computer Skills:

• Excellent English and Urdu written and verbal communication skills.

• Strong knowledge of MS Office is must, especially excel.Travel:

• Willingness to travel across program districts as needed.