Back Operations Support Manager

Located in Shire, Ethiopia

The Operations Support manager will manage the day-to-day operational support for program activities, including finance, logistics and procurement, and Human Resources in the Shire field office. Collaborates with the Field Coordinator and Medical Coordinator to ensure effective communication and cooperation between programs and operational support functions in Shire.

Medical Teams International Calling:

Daring to Love like Jesus, we boldly break barriers to health and restore wholeness in a hurting World.

JOB RESPONSIBILITIES

ESSENTIAL DUTIES:

Finance

• Supervise all financial activities to ensure all cash management needs, reporting deadlines and internal and external audit requirements are met.
• Ensures all funding monitoring reports are accurate and submitted in a timely manner,
• Ensure all internal financial controls are in place and that Medical Teams International and donor guidelines are followed
• Manage and track expenditure of assigned budget, ensuring that spending is in accordance with donor requirements and time frames and notifying the relevant field managers of any necessary adjustments.

Logistics & Procurement

• Ensures management of field office warehouses, procurement processes, and fleet management in close collaboration with the Field Coordinator
• Ensure there are appropriate process in places for monitoring, consolidation, distribution and replenishment of pharmaceuticals, medical supplies, consumables, and non-medical items
• Responsible for ensuring all fleet management needs for program activity, including contingency planning in case of fuel shortages and rapid re-locations are planned and met
• Liaise with senior management to ensure implementation of logistics and procurement function in the field office.
• Ensure the smooth running of the assigned base including staff supervision, maintenance, and liaison with landlords, contractors, and suppliers.
• Ensures, in conjunction with the logistics officer, that all contracts with local suppliers or contractors are being managed effectively.
• Monitor that regular computer back-ups, virus updates and routine maintenance are carried out and provide IT troubleshooting if required.
• Responsible for management of communications equipment working closely with Field Coordinator and Access Officer.

Human Resources

• Oversee all human resource activities, supporting line managers as required in areas such as recruitment, induction, training, performance management, disciplinary action, and ensures implementation of all Human Resource policies in the field office.
• Supports HR/Admin Officer and Program staff to develop and implement a staff capacity building strategy
• Liaise with HR Manager to ensure all national and international legal requirements relating to employment are adhered to, including contracts, statutory deductions, record keeping, etc.
• Ensure compensation policies and practices are administered to support internal equity, market competitiveness and policy adherence for Shire staff.
• Liaise with Finance Officer to ensure payroll is administered in a timely and accurate manner.

General

• Leads the operations team and oversees its functions, resources, and outputs.
• Supervision of Logistics Officer and HR Officer
• Coordinate closely with Medical Coordinator and Field Coordinator to ensure continuous support for program activities
• Develops optimal communication plan to support operations of the head office and field offices.
• Maintains strong working relationships with all other country management team members.
• Ensure the Safeguarding of program participants and employees through promoting an environment of awareness and upholding the code of conduct provisions of Medical Teams Protection from Sexual Exploitation & Abuse, Child & Vulnerable Adult protection, and harassment-free workplace policies.

OTHER DUTIES:

• Other duties as assigned

EDUCATION, LICENSES, & CERTIFICATIONS

• University degree in Business Administration, Accounting, Public Administration, Communications; Masters preferred. Certification in Logistics & Procurement is beneficial.

EXPERIENCE

• 3 years progressive experience in Logistics, Finance and / or Human Resources management preferably in UN and USG donor funded projects in a field-based role.
• Experience in emergency response context.
• Experience with remote management in transition environments highly desired.
• Experience with International NGOs (US Government and UN agencies preferred).

KNOWLEDGE, SKILLS & ABILITIES

KNOWLEDGE:

• Knowledge in establishing systems and overseeing program start-up under limited time constraints as well as program close-out.
• Knowledge of health care, relief & development (preferred)

SKILLS & ABILITIES:

• Strong skills in finance and budget management.
• Strong skills in logistics and procurement oversight.
• Strong skills in Human Resource functioning
• Ability to support Medical Teams International Calling
• Ability to work collaboratively with others.
• Strong interpersonal, influencing and negotiation skills.
• Solid communication skills, highly articulate verbally and in writing.
• Proficient in Microsoft Word & Excel.
• High level of accuracy and attention to detail.

PHYSICAL REQUIREMENTS & WORKING CONDITIONS

Physical Requirements:

The physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job the employee must be able to:

• Frequent use of a personal computer, database and digital platforms, and other office productivity machinery, such as a copy machine and computer printer.
• Frequently uses hands, fingers, and arms to reach, handle, touch or feel equipment, medical instruments, materials, computer.
• Frequent communication and exchange of information among colleagues and persons of concern which requires the ability to speak, hear, convey and express oneself.
• Frequent close vision and the ability to adjust focus.
• Occasionally ascends/descends stairs, steps, or ladder.
• Occasionally move about inside an office to access file cabinets, office machinery, meet with colleagues, etc.
• The employee must occasionally lift and/or move up to 10 pounds.
• Seldom to occasionally positions self to stoop, kneel, crouch, or crawl.
• If in travel status, occasional to frequent traversing over rough or steep terrain in either a motor vehicle or on foot.

Work Environment:

• The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• The noise level in the work environment is usually moderately quiet.
• The employee may be required to travel to remote areas of the world where there are potential health hazards and risks, limited hygiene facilities, extreme hot or cold weather, and very basic living conditions.