Operations Manager

29 مارس، 2023

0 20 5 دقائق

ISLAMIC RELEIF JORDAN

HUMAN RESOURCES DEPARTMENT

EMPLOYEE JOB DESCRIPTION

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

Islamic Relief Worldwide

Islamic Relief Jordan is a country branch of Islamic Relief Worldwide. Islamic Relief Worldwide is an internationally recognized charity, looking back on nearly 30 years of experience in humanitarian and developmental aid. It was founded in 1984 in Birmingham, UK, in response to the devastating famine in the Horn of Africa. Since then, Islamic Relief has grown into a charity that is active worldwide, putting development projects, emergency aid, and rebuilding projects into action in over 28 countries around the world.

JOB SUMMARY:

Reporting to the Country Director, the Operations Manager will oversee Human Resources and Procurement and Logistic functions. The post holder will ensure effective and efficient execution of both functions, compliance with donor regulations, internal IR Jordan (IRJ) policies and procedures and Jordanian laws. The postholder will also be responsible for building capacity of team members and will be a member of the IRJ Core Management Team.

Structure of Country Office

Our values and commitment to safeguarding:

IRJ is committed to preventing any type of unwanted behavior at work including sexual harassment, exploitation and abuse, lack of integrity, and financial misconduct; and committed to promoting the welfare of children, young people, adults, and beneficiaries with whom IRJ engages. IRJ expects all staff and volunteers to share this commitment through our code of conduct. We place a high priority on ensuring that only those who share and demonstrate our values are recruited to work for us.

The post holder will undertake the appropriate level of training and is responsible for ensuring that they understand and work within the safeguarding policies of the organization.

All offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records checks. IRJ also participates in the Inter-Agency Misconduct Disclosure Scheme.

In line with this Scheme, we will request information from job applicants’ previous employers about any findings of sexual exploitation, sexual abuse, and/or sexual harassment during employment, or incidents under investigation when the applicant left employment.

KEY WORKING RELATIONSHIPS

Direct line management of Procurement and Logistics Coordinator and HR Officer
Has regular contact with Country Director, Head of Programmes and Finance Manager

KEY ACCOUNTABILITIES

The job holder is accountable for fulfilling his or her roles and responsibilities in line with Islamic values and principles of fairness, humanity, honesty, respect and fair treatment of his/her colleagues and staff.

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

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

PERSON SPECIFICATION

It is essential that the post holder shows a good understanding and empathy with the Islamic values and principles as well as commitment to IRW’s vision and mission. This section should detail the requirements of the role in the following sections:

Essential Experience

Extensive management experience in Procurement/logistics management, procurement and tender processes and HR Management
Experience in policy formation and ensuring team-wide and system compliance.
Demonstrable experience in a similar position at senior management in an INGO preferably on an international assignment. 7 years +

Essential Skills

Excellent communication and negotiation skills
Proficiency in Microsoft Office, including MS Word, MS Excel, power point and Outlook
Good command in English (written and spoken) and fluency in Arabic (written and spoken.
Excellent analytical and report writing skills
Excellent staff management and interpersonal skills
Good planning and organizational skills and efficient work methods.
Demonstrated commitment to principles of transparency, accountability, and honesty;
A positive problem-solving approach;
A commitment to learn and adopt new ideas and approaches
An ability to work under pressure with limited support
Ability to develop, implement, and review policies and procedures.

Essential Knowledge and Qualifications

Understanding of Jordanian law relating to HR
Master education or bachelor’s degree in social sciences or any other relevant field
Professional

Desirable – Experience & Skills

Experience and knowledge of various donor requirements (local and Institutional donors WFP, OCHA, UNHCR, GAC, and ECHO etc)
Experience of operating ERP systems such as AX
Certification in Procurement or Supply Chain, HR or any other relevant field

للتقديم على الوظيفة من خلال الموقع الأصلي

29 مارس، 2023

0 20 5 دقائق