Location: Ouagadougou, Burkina Faso
Closing date25 Jul 2021
Operations Manager (requires fluent French, good working knowledge of English)
Position based in Ouagadougou, Burkina Faso
Closing date25 Jul 2021
Operations Manager (requires fluent French, good working knowledge of English)
Position based in Ouagadougou, Burkina Faso
We are currently looking for a competent and experienced person to join our team as Operations Manager, based in Ouagadougou.
Job Overview
The Operations Manager position offers a unique opportunity to work with a close-knit, multicultural, dynamic and rigorous team in a global effort to improve humanitarian access, by offering information / alerts, contextual analyzes and security advice to the NGO community in the country. The successful candidate should have solid experience in the operational management of a country office, including several bases in the field. The successful candidate must demonstrate commitment to the pursuit of a successful development of organization in Burkina Faso, with recognized personal skills.
Job Overview
The Operations Manager position offers a unique opportunity to work with a close-knit, multicultural, dynamic and rigorous team in a global effort to improve humanitarian access, by offering information / alerts, contextual analyzes and security advice to the NGO community in the country. The successful candidate should have solid experience in the operational management of a country office, including several bases in the field. The successful candidate must demonstrate commitment to the pursuit of a successful development of organization in Burkina Faso, with recognized personal skills.
Under the responsibility and direct supervision of the Country Director, and under the supervision and technical advice of the Operations Director based at headquarters, the Operations Manager heads the Operations Department (HR, Admin, Log) of Burkina Faso and is responsible for the proper execution of all Operations and Support functions within the country office.
The Operations Manager ensures the efficient and timely delivery of support functions and assistance to the teams of the organization of Burkina Faso program, in accordance with the internal procedures of the organization as well as those of the donors of the program in Burkina Faso. The Operations Manager ensures that all legal and regulatory documents are filed in a timely manner with national authorities on behalf of organization. The Operations Manager manages all the tasks relating to the management of workplaces (national coordination office, bases and field offices) and living places (guesthouses) for the INSO country office. The Operations Manager ensures efficient and rigorous coordination of maintenance activities and good management of INSO Burkina Faso assets, including the management of the fleet of vehicles and drivers, the daily security of the buildings and the associated management of the guards, as well as the daily cleaning of the buildings. The Operations Manager coordinates and supervises the proper preparation and management of purchases as well as the logistics management of INSO in Burkina Faso, in full compliance with INSO's procurement and purchasing procedures and budgetary requirements, as as effective and efficient as possible. In close collaboration with the Country Director, the Deputy Director and the various Safety Advisors per zone, the Operations Manager acts as the main point of contact of the country office for the safety and security of INSO Burkina Faso personnel. as well as the daily cleaning of the buildings. The Operations Manager coordinates and supervises the proper preparation and management of purchases as well as the logistics management of INSO in Burkina Faso, in full compliance with INSO's procurement and purchasing procedures and budgetary requirements, as as effective and efficient as possible. In close collaboration with the Country Director, the Deputy Director and the various Safety Advisors per zone, the Operations Manager acts as the main point of contact of the country office for the safety and security of INSO Burkina Faso personnel. as well as the daily cleaning of the buildings. The Operations Manager coordinates and supervises the proper preparation and management of purchases as well as the logistics management of INSO in Burkina Faso, in full compliance with INSO's procurement and purchasing procedures and budgetary requirements, as as effective and efficient as possible. In close collaboration with the Country Director, the Deputy Director and the various Safety Advisors per zone, the Operations Manager acts as the main point of contact of the country office for the safety and security of INSO Burkina Faso personnel. in full compliance with INSO's procurement and procurement procedures and budgetary requirements, in the most effective and efficient manner possible. In close collaboration with the Country Director, the Deputy Director and the various Safety Advisors per zone, the Operations Manager acts as the main point of contact of the country office for the safety and security of INSO Burkina Faso personnel. in full compliance with INSO's procurement and procurement procedures and budgetary requirements, in the most effective and efficient manner possible. In close collaboration with the Country Director, the Deputy Director and the various Safety Advisors per zone, the Operations Manager acts as the main point of contact of the country office for the safety and security of INSO Burkina Faso personnel.
Main responsibilities
In connection with the safety and security of INSO staff
* He / she ensures that the updates of the Country and Zone Security Plans, as well as the security risk assessments, are made within the allotted time
* He / she ensures the adequacy and validation of COVID-19 protocols according to the evolution of the health context, as well as its dissemination within INSO Burkina Faso teams and its strict application
* He / she serves as the main point of contact with the Global Safety Manager, based at INSO headquarters, regarding progress and communication of the conclusions and recommendations of the safety audit
* He / she ensures that the updates of the Country and Zone Security Plans as well as the security risk assessments are made within the allotted time
* He / she ensures the establishment of standards and procedures concerning the management of fire extinguishers, survival kits and first aid kits
* He / she plans, coordinates and leads regular information-awareness sessions for INSO staff
* He / she ensures that appropriate measures are taken to protect INSO facilities and vehicles following internal security and protection procedures
* He / she informs safety policy updates to drivers and guards
* He / she orients and trains new employees on the country's security management plan, including roles and responsibilities for safety and security.
In connection with Human Resources Management
* In connection with his / her responsibilities related to the safety and security of the personnel, he / she ensures that the personnel work in good conditions (Duty of Care)
* He / she is responsible for the proper management of the recruitment processes of INSO staff (local and international) in the country, ensuring their full compliance with INSO rules and procedures, as well as national regulations
* He / she leads the reflection for the improvement of the HR conditions of the national staff of INSO in the country, including the capacity building policy
* He / she checks the evolution of labor law in the country, and proposes changes to the appropriate internal rules to the Country Director
* He / she plans and coordinates the induction of new INSO employees (national and international)
* He / she coordinates and monitors the performance appraisal of employees at national level
* He / she supervises any internal conflicts relating to human resources and coordinates the management of complaints or grievances, and proposes the taking of appropriate disciplinary measures to the Country Director
* He / she maintains employee leave files (national and international) and ensures the proper planning and use of leave (+ R&R for expatriates)
* He / she coordinates the preparation and submission of monthly timesheets and payslips, and ensures tax payments / deductions, as well as updates of national staff insurance registrations and payments medical conditions, in accordance with the law
* He / she provides support in monitoring requests for internal and external audits
* He / she acts as the focal point in the management of project resources in the country (HR and other operational areas) and remains the focal point for all HR requests from the field or from management
* He / she regularly updates country office staff files (national and international)
* He / she assists INSO headquarters in collecting and monitoring KPIs and other data relating to HR management and their performance.
In connection with legal, administrative and compliance aspects
* He / she ensures that the legal registration of INSO in the country remains up to date and that the legal and regulatory documents are filed in a timely manner with the competent national authorities
* He / she develops and supervises control systems to prevent or deal with violations of legal guidelines and internal policies, and assess the effectiveness of controls to continuously improve them
* He / she suggests revisions of procedures and reports to identify hidden risks or risks of non-compliance
* He / she is in charge of obtaining visas, work and residence permits as needed, on behalf of INSO staff
* He / she coordinates with the HR department of INSO headquarters all deployments / visits of international staff (flights, visa, accommodation)
* He / she monitors compliance with national tax codes and ensures compliance with local legal requirements in terms of annual reports required by the authorities
* He / she keeps a register of professional advisers in the country (legal / legal / counseling / etc.)
In connection with the management of INSO facilities and assets
* He / she manages all the tasks of managing the infrastructure, equipment, materials and consumables of INSO ensuring the efficient delivery of functional and support services, including the rapid resolution of problems
* He / she ensures the preventive maintenance of equipment and repairs to defective equipment and materials
* He / she keeps up to date the list of upkeep and maintenance operations in all INSO Burkina Faso buildings, guesthouses included
* He / she prepares and coordinates the signing and proper implementation of contracts for buildings hosting INSO (professional and guesthouses) with suppliers (offices, public services, vehicles, security, etc.), owners and service providers.
* He / she coordinates the schedules of drivers and guards, in accordance with the Labor Code and in respect of working conditions
* He / she equips and maintains all INSO facilities, equipment and vehicles in accordance with the required standard
* He / she establishes and oversees central asset registers for country offices and ensures full implementation and compliance with all asset management regulations
In connection with supply and logistics
* He / she fully implements and complies with all procurement and logistics regulations applicable to INSO and its donors
* He / she ensures that INSO staff are aware of their roles and responsibilities in procurement
* He / she supervises the full implementation of the procurement processes described in the internal regulations and operating procedures of INSO
* He / she applies all the necessary controls to prevent fraud and corruption, and documents and informs the Country Director in case of suspicion
* He / she maintains procurement records in accordance with INSO policy
* He / she manages contracts and relationships with suppliers, subcontractors and service providers
* He / she conducts regular surveys of the local market for goods and services and ensures that the list of suppliers and other databases is up to date
* He / she contributes to the production of reports to donors in the area of asset management, logistics and procurement
* He / she supervises the management of INSO vehicles
* He / she leads the monitoring and verification of logistics purchases and supplies
* He / she ensures that the inventories are properly updated.
This list is not exhaustive and can be modified according to the needs and priorities of the mission, and in consultation or requests of the Country Director.
Depending on the needs identified, the responsibilities of the Operations Manager include internal capacity building in terms of operational management of INSO Burkina Faso resources, opening of bases or field branches, drafting and strict application. procedures, etc.
At the request of the line manager, the Operations Manager may be required to act as an interim manager in the event of the absence of positions (leave and / or vacant positions).
Job requirements
Minimum of 5 years of professional experience in the field of Support Services (Log, Admin, HR)
At least 2 years of experience with an NGO or with an international organization
Previous experience or knowledge in logistics and procurement
Fluent French, including very good written expression
Good level of written and spoken English
University License level, in a field related to the research position and with a recognized university establishment
Proficient in MS Office (Word, Excel and PowerPoint)
Desired characteristics
Good understanding of donor requirements (ECHO, USAID BHA, UKAid FCDO, etc.)
Good knowledge of INSO's mandate and services
Good knowledge of and adherence to humanitarian principles and IHL
Previous experience in a similar position in a country in the Sahel zone
Experience in opening an NGO field office
Professional background that reflects experience in the fields of humanitarian security or humanitarian access
Experience in capacity building and staff training
Key personal skills
Strong motivation and commitment to the continuation of the INSO program
Excellent managerial skills
Strategic mind and very strong ability to solve problems
Strong attention to detail, thoroughness and the achievement of quality tasks
Ability to manage multiple priorities and meet deadlines
Good listening and communication skills
Team player and excellent interpersonal skills
Terms and conditions
12 month contract, based in Ouagadougou. Monthly salary of € 4,550 + 4 calendar days of annual leave per month worked + 7 days of R&R every 3 months with compensation of € 1,250 + accommodation + comprehensive medical coverage (except USA) + life insurance included
Protection and recruitment policy
INSO is fully committed to the safe recruitment, selection and screening of potential new staff, administrators and volunteers. We ensure strict compliance with the INSO Code of Conduct and our safeguard policy throughout the recruitment process.
As such, the following recruitment practices will be applied:
* Any job offer will be conditional on receipt of at least 02 satisfactory professional references
* INSO will question candidates on any significant time interval between different positions or frequent changes of employer and address
* All essential qualifications, professional accreditations as well as memberships will be verified
* The successful candidate must provide valid proof of identity (passport, identity card)
* All new employees will receive orientation on INSO codes and procedures in terms of protection policy (code of conduct, whistleblowing, etc.)
* All new employees will be required to sign and abide by the Code of Conduct as a condition of employment.
How To Apply:
Submit application to: xxxxxxxxxxx@xxxxxxx.com
(Email is available to Members / Subscribers Only )