Operations Manager

Role Purpose:

• Reporting to the Country Director, the Operations Manager will have responsibility for enabling excellence in all operations functions of all SCON offices in Nigeria including HR, procurement, logistics, assets, fleet, administration, information technology, safety & security and government liaison. Ensuring internal and donor compliance, analysing and improving organisational processes, quality, productivity and efficiency. Ensuring the organization is aligned with government guidelines and legislation and donor requirements across all key areas.
• The Operations Manager is a member of the country’s senior management team SMT with supervisory and managerial responsibility. The Operations Manager will play a key role in supporting Programmes Managers, through the efficient coordination of resources, equipment and information for on-going projects. They will also be responsible for providing timely information on the finance situation of operations to the Programme Coordinator.
• The Operations Manager is responsible for organising regular spot-checks internally and with partners, reviewing all processes and ensuring alignment with organization policies. Contributing to the capacity building of local partners in their area of responsibilities. This role will have line management responsibilities for the, Operations, Admin/HR Officer and Procurement and Logistics Officer
• The successful candidate will be organized, professional, deeply knowledgeable of these processes and best practices, a strong manager able to multi-task, a kind, supportive and yet firm manager, and someone who brings a lot of energy and a high work ethic to the role. This role is one of the top advisors to the Country Director and collaborates closely with other colleagues at the regional and global level as well.

Key Responsibilities:

Strategy and Vision

• Provide overall operational support to programs and facilitate coordination, supervision and monitoring of support activities designed to assist in fulfilling program objectives.
• Work closely with the Country Director, the Emergency Response Manager, the Finance Manager to ensure that all operational departments are working in close collaboration with programs to facilitate smooth, efficient and effective implementation.
• Be creative in looking for better efficiencies of the operations departments according to constrains by using new systems or technology

Human Resources

• Lead and coordinate recruitment of national staff, on-boarding and coordinate with HQ HR on international staff recruitment and onboarding.
• Coordinate and monitor national staff performance monitoring, grievance management, etc.
• Work with finance to prepare national staff monthly payroll.
• Provide support to internal and external audit requests.
• Act as the in-country project management focal point for all HR.
• Assist the program team and departments to understand their roles and responsibilities in terms of interaction with the Administration departments. These include trainings, regular coordination meetings, problem solving and necessary planning activities to ensure effective and timely program implementation.
• This role will form a key part of the management team and oversees all HR duties, such as attracting talent and setting training standards and hiring procedures.
• Manage and motivate an informed, skilled and efficient team as necessary; incorporate Performance Management systems and staff development strategies into the team building process.

Legal and Compliance

• Ensure all necessary legal and regulatory documents are filed with national authorities to maintain SCON’s in-country registrations.
• Create a tracker for renewal of SCON’s registration documents as well as staff visas and work permits.
• Develop and oversee control systems to prevent violations of legal guidelines and internal policies.
• Lead audit follow-up and implement recommendations in all areas of Operations.
• Support in policies review HR, security, procurement, finance etc
• Ensure compliance with UN agencies regulations and Nigerian Ministries’ regulations
• Ensure that adequate internal control mechanisms are in place.

Facilities and Asset Management

• Manage the entire scope of facilities management.
• Prepare and maintain the country office’s leases and contracts with suppliers.
• Equip and maintain all staff facilities and vehicles.
• Establish and maintain a central asset register.
• Establishes assets renewal strategy vehicles, IT equipment, generators.

Procurement and Logistics

• Enforce compliance with Procurement and Logistics regulations.
• Oversee full implementation of procurement processes.
• Enforce all controls to prevent fraud and corruption.
• Carry out routine local market surveys for goods and services.
• Carry out supplier checks and vet them against anti-terror or sanction lists.
• Manage and implement INSO fleet guidelines policy.
• Contribute to donor reporting in area of asset management/logistics/procurement
• Oversee timely domestic travel reservations and arrangements, and maintain strong relations with transport providers.
• Supervise the fleet team and ensure that systems are in place to track maintenance schedules, fuel usage and vehicle scheduling as described in the Field Fleet Management Guidelines.

Working with Local Partners

• Supporting SCON localisation efforts
• Oversee partners compliance and accountability with support to the Proposals and Partnership Coordinator
• Conduct internal and partners spot check as part of transparency and capacity building.

Influence and Representation

• As appropriate interface with relevant government authorities responsible for international NGOs, labor, staff development and personnel taxes in coordination with the Finance Manager.
• Participate in relevant working groups with other NGOs.

Requirements

Experience and Knowledge

Essential:

• At least 5 years of progressive Operations experience, at least 2 years with an NGO or international organisation.
• Strong understanding of the humanitarian emergency operating context, including Sphere, the humanitarian system, donors, security, civil military liaison and program management.
• Experience managing humanitarian relief and post-conflict programs in areas of affected by conflict and insecurity.
• Staff management experience
• Ability to provide technical leadership &/ strategic direction.
• Demonstrated attention to detail, ability to follow procedures, meet deadlines and work independently and cooperatively with team members.
• Knowledge of major donor requirements and compliance issues

Desirable:

• Previous experience with logistics and procurement.
• General knowledge of donor procurement regulations.
• Experience as a user or admin of HRIS
• Prior field experience in Nigeria/West Africa in a similar position a plus

Skills and Abilities

Essential:

• Excellent spoken and written English skills.
• Excellent interpersonal, listening and communication skills.
• Ability to positively influence others and successfully reconcile differences.
• A self-starter with a strong results orientation and with high levels of integrity, credibility, and dependability
• An energetic team player who can effectively collaborate, and who can stand alone when necessary.
• Demonstrated ability to work and deliver independently and under pressure and tight deadlines.
• Committed to and familiar with safeguarding approaches including anti-sexual harassment, exploitation, and abuse.
• Proficient use of MS Office and experience with database management.

Education / Qualifications

• A Bachelor’s degree in a relevant field from a recognized academic institution.

Other:

• Position open for national and international staff