Description
Background
The Community Health and Social Welfare Systems Strengthening CHSS Program (CHSSP) is a five-year USAID funded cooperative agreement led by JSI Research & Training Institute, Inc. (JSI) with partner World Education, Inc. CHSSP’s goal is to build capacity the of the Government of Tanzania’s health and social welfare structures at the community level to enable more accessible, higher quality health and social services for HIV affected and other vulnerable populations in targeted communities in Tanzania.
Job Summary
The Operations Manager is responsible for providing all program operations and Procurement support. This position will be responsible for adhering to all relevant JSI and USAID policies and regulations while maintaining smooth and efficient procurement activities for the office. The primary responsibility of the Operations Manager will be to ensure smooth office set up and organization, maintain adequate availability of office supplies, equipment, and related services including management and maintenance of property and facilities, overseeing upkeep of premises, safety precautions and outsourced security services, and management of inventory. S/he will assist the DCOP with administrative and logistics support services and procurement process from receiving purchase request through delivery of the goods or services required for CHSS project functionality. S/he will report to Senior Finance and Operations Manager. The Operations Manager is a full-time position that will be based in Dar es Salaam, Tanzania.
Primary Duties and Responsibilities:
- Oversee the procurement of materials, supplies and equipment for the office;
- Ensure all JSI and USAID policies are regulated;
- Coordinate all logistical support for staff and consultants including office set ups, hotel accommodations and conference bookings;
- Support the implementation and orientation of the operations manual for any new staff;
- Manage all fleet for Central and Zonal Offices including maintenance, drivers, etc.;
- Coordinate with Operations Assistant and other staff to create and maintain administrative files for the office, keeping consistent and in an orderly manner;
- Serve as the direct supervisor of the operation staff as assigned;
- Work with the senior management to ensure safety and daily security of office premises;
- Produce and track all Mission travel concurrence requests and approvals;
- Serve as a liaison with office landlord, assisted by Senior Finance and Operations Manager
- Manage various service contracts in coordination with the DCOP for the office including security, drinking water supply, generator maintenance, etc.;
- Maintain the field office equipment inventory and provide support on annual reconciliations, as well as monthly updates;
- Responsible for communicating with appropriate authorities regarding obtaining the VAT tax exemption certificate;
- Coordinate all travel requirements for staff and consultants, including office set up, hotel accommodations and conference bookings;
- Prepare annual procurement plan for goods and services;
- Work closely with the accounts department to ensure timely payments to vendors for all JSI contracts; as necessary escalate any issues that arise to heads of units and/or Senior Finance and Operations Manager
- Prepare a quarterly procurement progress report for the management team;
- Monitor supplier performance and follow up with vendors on performance issues as needed;
- Maintain a comprehensive filing system for auditable records for all procurement documentations;
- Maintain the LPO tracking sheet and make sure it is updated on weekly basis.
Desired Qualifications:
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- Master’s degree in Business Administration, Procurement or related disciplines;
- Minimum of five years working experience in a senior operation Manager position in a public or private sector organization, development NGO and/or international development partner organization;
- Strong leadership capabilities including organizational and problem solving skills;
- Excellent interpersonal skills to form effective working relationships at all levels;
- High level of computer literacy;
- Excellent verbal and written English skills;
- Sensitivity to cultural difference and understanding of the political and ethical issues surrounding operations
