Operations Manager (for Fleet, Security and Logistics)

Empployer: Management Health Systems
Location: Ethiopia


Application Due Date 2016-06-13
Reports To Director of Country Operations

Overview
The operations manager oversees the management of several operational functions. This includes MSH’s fleet of rented and owned vehicles for all MSH managed programs in Ethiopia, and manages the logistics of all MSH assets including goods receiving, goods issuing, inventory control and store management. S/he is also responsible for security nationwide. Additional operational functions may be added with time, such as project operational planning, service ticket management, facilities management, expat management, or STTA management.

The operations manager ensures maximum effectiveness and efficiency of customer-focused operations in responsiveness to project needs balanced with full compliance with Ethiopian law, donor regulations, and MSH policies and procedures in each of the functional areas. The operations manager is expected to collect feedback from program staff through regular meetings, focus groups and/or surveys to ensure that operational functions are fully meeting project needs in the central office as well as in all regional and sub-regional offices.

S/he is responsible for ensuring that appropriate control systems are applied in each functional area. S/he will design and administer training programs to ensure that all staff are well versed in donor and MSH policies and procedures, and are adhering to such standards. S/he will draft policies, procedures and guidelines to fill gaps as identified. S/he will review all practices to ensure value for dollar is optimized, and initiate programs to maximize value for dollar where appropriate.

S/he is responsible for routinely monitoring and documenting the performance of all staff under his/her supervision. S/he will identify gaps in knowledge and skills; and provide training and mentorship as required for the staff under his/her supervision. S/he will collect, review and distribute monthly reports summarizing the performance of each unit and function.

Specific Responsibilities
GENERAL

Oversees the efficient and effective operations of the following functions: fleet and property management and additional operational functions as added with time.
Ensures MSH Ethiopia operational activities under his/her supervision are in compliance with Ethiopian law, USAID rules and regulations, and MSH policies and procedures.
Ensures maximum responsiveness to project needs by collecting feedback from program staff through regular meetings, focus groups and/or surveys to ensure that operations are fully meeting project needs in the central office as well as in all regional and sub-regional offices
Directly supervise staff for the operational functions under his/her supervision
Serves as the security officer for MSH Ethiopia.
Ensures security of MSH staff, field site and assets
Implements and enforces safety and security guidelines
Establishes system of security officers in each project and field office. Trains and collaborates with designated security officers to ensure safety and security guidelines are implemented
Monitors news and events relevant to security and disseminates information to relevant staff
Maintains phone tree system and distributes monthly update to MSH management team and security officers
Serves as a member of the COMU Management Team.
Responsible for providing standard monthly and ad-hoc reports to senior management for each functional area.
Assist Director of Country Operations in compiling and distributing a country level operation manual, compiling relevant policies from the home office, supplemented with local policies and procedures which complement home office policies.
Design and administer orientation and in-service training programs to ensure that all program and COMU staff is well versed in relevant donor and MSH policies, procedures, and guidelines.
Ensure each functional area is equipped with the appropriate procedures and guidelines needed to efficiently meet program needs with the least bureaucracy while complying with regulations. Draft or revise policies, procedures and guidelines to fill gaps as identified.
Monitor the performance of all staff and functions under his/her supervision through the development of standardized checklists and routine monitoring with documented reports.
Ensures all operations staff is well-equipped with skills and knowledge required to perform their duties. Identify gaps in knowledge and skills; and provide training and mentorship as required for the staff under his/her supervision.
Assesses value for money and make recommendations for improvement.
Performs other duties as assigned by the director of country operations.

Detailed Description of Functional Areas

FLEET MANAGEMENT:

Strengthens and coordinates the overall fleet management system for MSH’s fleet of rented and owned vehicles supporting MSH managed programs in Ethiopia.
Ensures that policies and procedures are well documented, understood and adhered to by fleet coordinators, drivers, passengers and management staff. This may involve drafting additional policies and procedures where there are gaps, and providing trainings to both drivers and passengers throughout the country.
Supervises the fleet management staff including fleet coordinators and data clerks
Ensure all MSH vehicles are covered by proper insurance policies in coordination with the Operations Manager for General Administrative, and issue/follow-up on claims
Coordinate with regional operations managers and sub-regional administrative assistants who act as fleet coordinators for the regions and sub-regions. Coordinate with DOO to ensure they are familiar with policies and procedures, and are carrying out fleet coordinator duties in the regions.
Monitor overall fuel consumption and follow-up on irregularities. Compile, consolidate and analyze monthly consumption reports, and provide a monthly compiled report with analysis to the DOO and to each project.
Strengthen and maintain system to ensure that mileage logs are accurately maintained and are submitted on a timely basis.
Strengthen and maintain a vehicles maintenance program which ensures that all vehicles are maintained according to schedule.
Identify spare parts, tires and equipment required for maintenance, and coordinates with procurement unit to maintain a supply in the store. Ensures that an adequate stock is maintained.
Act as the point person in the case of accidents following MSH policies and procedures. Submit the immediate incident report within 24 hours of the incident. Follow-up on the case and provide the post incident report within two weeks. Keep a record of all incidents.
Submit and follow-up on insurance claims through to completion.
Strengthen and maintain a system to ensure all vehicles are registered, inspected, plated and insured at all times.
Strengthen and supervise a system to maintain a file for each vehicle detailing its maintenance and damage/accident/incident history. Keep a record of all parts purchased for the vehicle including serial numbers.
Ensure that all vehicles are equipped with emergency equipment (per MSH policy), accident kits, vehicles logs, copies of MSH policies and procedures, and a poster summarizing key policies visible to passengers at all times.
Strengthen and maintain a system to register all MSH drivers, and follow-up on their driving certifications and qualifications. Record any infractions and take action as necessary according to MSH policies and procedures.
Analyze current systems, identify risks, and put in place strategies to mitigate risks.
Collaborates with procurement unit in the procurement of rented vehicles. Ensures that all vehicles are inspected before they are sent to their assignments.
Ensure timely submission of the invoice and payment of rental vehicles.
Other related duties as assigned.



LOGISTICS AND INVENTORY MANAGEMENT:
Oversee and improve upon systems to receive and issue goods, and to transfer goods to the regions
Oversee and improve upon systems for inventory control including labeling, recording and maintaining all fixed assets
Oversee and improve upon systems for store management using a bin card system and for controlling stationery and other office supplies.
Supervise the inventory management assistant and logistics coordinator and any future staff related to logistics and inventory management
Ensure MSH inventory is covered by proper insurance policies in coordination with the Operations Manager for General Administration, and issue/follow-up on claims
Ensure office equipment/furniture and systems are properly maintained and inventoried
Participate in annual inventory under the lead of the Operations Manager for General Administration
Supervise store room and ensure that is well organized and kept free of items no longer needed
Serve as focal point for MSH items that are lost, stolen or damaged by collecting and distributing reports, submitting claims, following up with insurance and police reports, recording losses on the inventory, and working with HR and finance to recover cost of lost, stolen or damaged items
Other related duties as assigned

Qualifications

Degree in Logistics, Business Management, Fleet or Transport Management or related field. Diploma or certificate in auto mechanics desirable.
Minimum 5 years experience in fleet management.
Experience in vehicle repair and maintenance is required.
Experience in inventory/store management, or accounting is preferred.
Excellent planning and scheduling skills.
Ability to work independently, take initiative and meet deadlines with attention to detail and quality.
Able to read and integrate technical information from service manuals.
Experience in a US or donor funded project or NGO preferred.
Excellent interpersonal skills; demonstrated ability to interact professionally with a culturally diverse staff, clients and consultants.
Fluency in English and Amharic.
Demonstrated intermediate computer skills in Microsoft Office Suite applications.

Notes
Unless HR requires information, please be informed that further contact to HR Office is not acceptable.

EEO Statement
Management Sciences for Health is an equal opportunity employer offering employment without regard to race, color, religion, gender, sexual orientation, gender identity, age, national origin, citizenship, physical or mental disability, or veteran status.

Reports To
Director of Country Operations