Operations Manager

Job Title

Operations Manager

Job Grade

8

Department

Operations

Reports to

Country Director

Line Manager

Country Director

Location

Amman with frequent travel to sub offices

Staff reporting to

HR Officer, Procurement and Logistics Coordinator

Key Accountability 1: Team Management

• Lead, manage, motivate and develop capacity of team members. This will include leading on objective setting, regular supervision and feedback sessions, and mid-term and annual performance reviews.
• Work closely with program management to facilitate operational aspects of program planning and delivery, and upcoming operational resources needs.
• Work closely with program and finance teams to deliver successful programs while demonstrating excellent stewardship of donor funds and compliance with policies.
• Develop strong relationships with program teams and other departments to ensure their understanding of respective functions.
• Ensure other functions understand their roles and responsibilities in terms of interaction with operations departments, including through, regular coordination meetings, problem solving and procurement planning and other such planning activities to ensure effective and timely program implementation.
• Ensure the department meets IR Quality Standards and Codes of Conduct

Key Accountability 2: Procurement

• Oversee and ensure timely, transparent, compliant, and accurate procurement of goods and services, processing and documentation of procurements as described in Procurement Manuals and in accordance to donor and IRW policies.
• Review service contracts and ensure overall contract management.
• Liaise with finance to ensure compliance and payment schedules.
• Ensure timely preparation of procurement plans for the projects and monitor their implementation.
• Control workflows, ensure continuous process monitoring and improvements in the systems and processes, including through lessons learned and application of best practices in Procurement.
• Make key decisions in relation to purchasing process implementation, and offer solutions to problems that arise during the implementation of process.
• Ensure that purchasing process meets IR Quality Standards and Codes of Conduct
• Ensure that the process is implemented and evaluated in a consultative and participative manner.
• Negotiate or oversee the negotiation of purchase contracts
• Work closely with the Finance Department to ensure effective financial and budgetary control of the department, according to IR policy and procedures

Key Accountability 3: Logistics

• Supervise the fleet management 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.
• Ensure the warehouse procedures are followed as described in the Warehouse Policy and Procedures Guidelines, as necessary.
• Ensure inventory records of materials and materials flow in all warehouses are maintained.
• Support in maintaining up-to-date and accurate asset register

Key Accountability 4: Human Resources

1. Ensure effective and complaint recruitment and induction processes
2. Ensure accurate and safe staff records are kept
3. Improve HR practices to promote staff growth and development through performance management and capacity building initiatives.
4. Work with the management to ensure performance appraisals are carried out for every staff after probationary period and once a year.
5. Ensure HR function is carried out in line with respective policies and legal requirements
6. To coordinate staff development activities to promote positive office culture.
7. Responsible in the development of IR HR Manual.
8. Maintain safe and healthy work environment by establishing, following, and enforcing standards and procedures; complying with legal regulations
9. Take a lead role in the annual strategic planning process
10. Supervises and participates in such activities as the classification of positions, preparation of staff specifications, job analyses, and preparation of examinations, evaluation of applicants, research, test validation, compensation studies, labor relations, recruitment, and manpower forecasting.
11. Directs the development or selection of training materials such as training handbooks, demonstration models, multimedia visual aids, etc.
12. Directs staff in the processing of personnel transactions, time keeping, payrolls, and personnel record-keeping, insurance, longevity, retirement, and disability management.
13. Directs staff in overall personnel administration, including appointments, promotions, transfers, demotions, suspensions, layoffs, and dismissals.
14. Applies the laws, regulations, and principles of equal employment opportunity and affirmative action to personnel situations.
15. Directs staff in counseling management and employees on grievances and other complaints originating from individual work situations or work environments.
16. Make key decisions in relation to the department , and offer solutions to problems that arise during the work
17. Conducts training sessions, workshops, conferences, and seminars on a specific area.