Ended Operation Manager

Job Title:   Operation Manager 

Department: Operation

Salary and Benefits: Competitive salary with stable environment

Contract Type: Fixed Term (with 3-6-month probationary period).

Duration: Till December 2021 (Renewable)

Announcing Date: 11/01/2021

Announcement Closing Date: 23/01/2021

Location:  Aden, Yemen

Summary:

This position is in a well-structured experienced NNGOs. Reporting to the ED, you will be conscientious, with an attention to detail and excellent interpersonal skills. Besides you will be responsible for overseeing the day-to-day operations of the organization and ensuring these are carried out in accordance with agreed policies and processes including internal systems, compliance and safeguarding.    

Responsibilities:

The Operations Coordinator will be responsible for but not limited to:

Logistics Responsibilities:

• Responsible for overall warehouse management.
• Monthly Review and Reporting mechanisms for all logistics functions.
• Weekly updates and Monthly Reports to management on all logistical activities.
• Trains logistics and related staff with relevant logistics compliance issues as required by polices of the organization, donors, and legal statutes in order to ensure compliance.
• Reviews the monthly vehicles report and prepares the monthly fleet report with focus in optimum usage (budget considerations taken to account).
• Coordinates the movements and activities of the Drivers.
• Follows-up of the Drivers list of duties, Shift, Logbook, etc.
• Consolidates and shares asset management reports to organization management with his recommendations
• Ensure that the organization standard forms are consistently used, readily available, and completed accurately and electronically by all the organization team.
• Supervises appropriate filing of all orders (national and international) to ensure accurate tracking and documentation for audit purposes.
• Ensures appropriate logistics filing systems are in place and effectively complied to
• Assist in Managing all county office staff transport, ensuring coordination with colleagues, partners, and transport contractors as necessary.
• Participates in regular progress meeting with Logistics staff from the organization and follow up with action points agreed.

Procurement Responsibilities:

• Updating the digital tracking system for weekly/ monthly sharing with Senior Operations Manager. This includes and is not limited to Procurement tracking and reporting mechanism for use by Project Managers and Management
• Training the procurement teams in the use of improved and standardized systems.
• Ensure that the organization standard procurement forms are consistently used, readily available, and completed accurately and electronically by all organization team.
• Assists the ED, with reviewing procurement documentation for approval.
• Prepares the contracts for the selected Suppliers, Vendors and Service providers for review and approval, ensuring adequate warranties and retention terms are included.
• Perform any other related duties as required.

Requirements (Qualifications, Skills, and Abilities):

• First degree or equivalent in a relevant discipline (business administration).
• At least 5 years of extensive experience in INGOs.
• Excellent written and spoken English
• Fully aware of operations systems and procedures used in INGOs that fulfils donors’ regulations.
• Computer literate or experience, including word processing, databases/ spreadsheet uses with good numerical skills.
• Excellent interpersonal relationship building and employee coaching skills
• Creative problem solver who thrives when presented with a challenge
• Detail-oriented and good record keeper
• Good numerical skills
• Demonstrates adaptability and flexibility in all aspects of working.
• Able to multitask, prioritize, and manage time efficiently
• Great “people-person” skills and professional attitude