POSITION TITLE: OPERATIONS MANAGER
SUPERVISOR: DIRECTOR OF FINANCE & ADMINISTRATION
DIRECT REPORTS: ADMIN AND LOGISTICS
Background
The Center for International Health, Education and Biosecurity (CIHEB)-Kenya is a local non-governmental organization collaborating with the Ministry of Health and County Health Management Teams to strengthen health systems for improved quality of health care in Kenya. CIHEB-Kenya is collaborating with the county governments of Mombasa, Kilifi, Kwale, Taita Taveta, Machakos, Makueni, Kitui, Nairobi, Kisumu and Migori to support the implementation and expansion of high quality, sustainable and comprehensive HIV prevention, care and treatment programs and expansion of COVID-19 vaccination with funding from the President’s Emergency Plan for AIDS Relief (PEPFAR).
Job Summary
The Operations Manager is
a newly created position in response to the rapid growth of CIHEB Kenya
programs and operations. We are looking for a detailed- oriented person with
the ability to operationalize solutions, while working under pressure. This
position is a key part of CIHEB Kenya team and oversees the organization’s
daily operations and will manage the Administration, Offices, security, Motor
Vehicles, safety, manage logistics team, inventory, insurances and compliance.
This is a great opportunity for a team player, process oriented, and
self-starter person who enjoys building systems from scratch.
Key Responsibilities and Duties:
Operations
- Oversee
operations and logistics of CIHEB Kenya offices physical spaces including
maintenance of the offices and Lease management.
- Develop
and implement Operating standard procedures for CIHEB Kenya operations
role.
- Procure,
maintain, and organize all office space supplies to meet work demands of
CIHEB Kenya offices staff in an environmentally green way.
- Manage
internal controls and security system to reasonably ensure the
safeguarding of all CIHEB Kenya assets.
- Establish
and maintain complete inventory and accountability of all organizational
property and insurance coverage in coordination with the Finance
Department. This includes Asset Management, asset tagging and disposal.
- Manage
on-site and off-site storage.
- Conduct
selection and maintenance of all office equipment. Ensure that all office
copiers, and printers are ready for daily use.
- Ensure
timely and appropriate establishment of all logistics infrastructure
(warehousing / fleet management / distribution / and equipment) and
associated operating / management /monitoring systems.
- Review
of policies, and processes across the organization to improve operational
performance.
- Ensure
management of vehicle fleet is in line with the organization’s standards;
ensure that appropriate allocation and safe use of vehicles is achieved
throughout and ensure servicing and maintenance schedules are adhered to.
- Ensure
efficient coordination and timely delivery of supplies in support of all
CIHEB Kenya departments.
- Ensure
there is accurate record keeping for all stores transactions.
- Develop/review
and oversee the implementation of Stores policies and procedures.
- Oversee
receiving, warehousing, insuring and distribution, and maintenance
operations systems.
- Lead
the evaluation of technology solutions, identify gaps, weaknesses, and
areas for improvement. Design and implement in-house solutions and/or with
external vendors. Implement systems improvements across all departments
and set up relevant tools, processes, and automations.
- With
the support of the FAD, assess current systems to ensure productivity,
improve system design and planning for new systems as needed.
- Review
relevant reports and recommendations for system improvement, and develop
implementation plans to ensure those recommendations are implemented
successfully and sustainably.
- Ensure
management of all office service providers including cleaners, security,
Garages, and all office bills.
Safety Plan
- Keep
CIHEB Kenya security and safety plan up to date.
- Ensure
all staff are fully briefed on and responsive to all aspects of security,
social and cultural norms and local conditions and behavior.
- Liaise
with the contracted security company to ensure compliance with security
guidelines and their effective application.
- Develop
a warden system to be activated in times of crisis for both staff and
beneficiaries.
Key Qualifications
- Bachelor’s
degree in business administration, logistics, supply chain, or accounting.
- Master’s
in Business Administration or related field is a MUST
- A
certified professional qualification.
- ERP
workflow knowledge.
- Excellent
written and verbal communication.
- Ability
to manage, coach, and provide training for staff direct reports.
- Prior
experience of at least 5-10 years working in operations with a strength in
logistics/supply chain/ function.
- Policy
driven mindset and ability.
- Comprehensive
knowledge of logistics, administration and asset management processes and
procedures.
- Knowledge
and experience in organisational effectiveness and operations management.
- Capacity
to liaise between and understand competing demands and constraints of
programs, administration, and operational teams.
- Strong
interpersonal, negotiation and influencing skills.
- Excellent
analytical, problem solving and organizational skills.
How to Apply
Kindly send your
application that includes a cover letter and an updated CV including names of
three professional referees to CIHEBKENYA_Recruitment@cihebkenya.org on or before 28th November
2022. Applicants are advised to include the title “JOB
TITLE” on the subject line.
The Center for
International Health, Education and Biosecurity (CIHEB)-Kenya is an equal
opportunity employer.
Only short-listed
candidates will be contacted