Operations Manager

Endeavoring Better Tomorrow for the Somali Community

TERMS OF REFERENCES

Operations Manager

Position Title: Operations Manager

Vacancy Number: 789759

Duty Station: Baidoa, SCAG HQ with frequent travel to the Organization regional Offices.

Contract Period: 12-month with extension possibility

Reports to: Executive Director

Location: Baidoa Somalia

Posting date: 11th October, 2022

Deadline: 25th October 2022

Reporting Date: 1st November 2022

Background

Somali Community Action Group (SCAG) is a non-political, non-partial and not for profit making organization established on April 2007 that seeks to meet the humanitarian demand for the vulnerable community. and initiate to undertake programs that promote, protect, and enhance Economic, Social, and Cultural Rights in Somalia for vulnerable and marginalized groups; and extensively specializes in these thematic areas of Protection, community straitening Programs,  Health, Food Security, peace building programs in the local community and find out the best way of solving the problems through free discussion and inclusivity and participation in the decision making.SCAG is seeking a professional Operations Manager who is well versed in working with civil society organizations (NGOs), and possesses knowledge in key areas of operations management, (Admin, Finance, HR and IT), through improvements to each function as well as coordination and communication between the Operations, and other departments.SCAG is particularly looking for a highly motivated and experienced individual who is capable of working independently and can identify and implement ways of improving working practices.

About the Position:

Operations Manager

The Operations Manager is responsible of operational support duties. The position holder shall foster a culture of accountability and ensures that organizational resources are used in the most cost-effective manner.

This position requires a high degree of confidentiality in dealing with personnel and finance matters. He/she must be courteous and have a professional approach towards staff.

Duties and Responsibilities

Operations Service

• Manage and increase the effectiveness and efficiency of Operation Services (Admin, Finance, HR and IT), through improvements to each function as well as coordination and communication between the Operations, and other departments.
• Ensure effective and efficient operational services and overall management of the internal system:
  • Develop appropriate tools to deliver on operational services within the required time frame;
  • Set up appropriatemonitoring system for the service requests
• Frequent communication to the project managers, on progress with respect to service requests;
• Supervision of all staff in the Operations Unit with individual work plans and performance monitoring
• Identify bottlenecks and operational solutions to operational obstacles.
• Procurement of office and other supplies for the facilities in line with set procurement procedures.
• Review operational policies and advise on policies and SOPs which will ensure accountability and speed of implementation, with high client satisfaction.
• Ensure efficient human resource management and general administration of the project focusing on achievement of the following results:
  • Compliance with rules and regulations for recruitment and human resource management for the project;
  • Preparation of recruitment plan and elaboration of job descriptions for required staffing;
• Regular meetings with Executive Director around fiscal planning.
• Supervise and coach office coordinator.

Project Management

• Planning and budgeting for day to day operational effectiveness in conjunction with the relevant project managers.
• Ensure effective application of operational policies pertaining to project implementation and management:
  • Work closely with the project managers concerned to develop sound operational project work plans/budgets and implementation plans, which match with expected project outputs
  • Clarify the agreements for working with Donors or Government counterparts, before requesting signature from Executive Director
• Ensure compliant financial resources management and effective procurement focusing on achievement of the following results
• Procurement strategies including sourcing strategy, supplier selection and evaluation, and quality management;
  • Review terms of reference to ensure the quality of inputs to be procured
  • Preparation of an annual procurement plan, with an indicative list of goods and services as identified in the annual work plan, in collaboration with the procurement specialist

Finance

• Implementation of effective internal controls such as maintenance of the internal expenditures control system, financial recording/reporting system;
• Proper planning and expenditure tracking of financial resources and monitoring of financial delivery against work plans and preparation of relevant periodic reports
• Proper management of assets and timely handover where required
• Overall management of administrative issues with administration officer.
• Oversee overall financial management, planning, systems and controls.
• Management of agency budget in coordination with the Executive Director.
• Development of individual program budgets
• Invoicing to funding sources, including calculation of completed units of service.
• Direct annual budgeting and planning process for the organization's annual budget with Executive Director
• Develop and manage annual budget
• Oversee monthly and quarterly assessments and forecasts of organization's financial performance against budget, financial and operational goals. Oversee short and long- term financial and managerial reporting.
• Managing day to day processing of accounts receivable and payable using QuickBooks, producing reports as requested.
• Reconciling monthly activity, generating year-end reports, and fulfilling tax related requirements.
• Assisting Executive Director and Board in creating annual organizational budget and monitoring cash flow.
• Ensure that Accounting Department requests are resolved and communicated in a timely manner to internal and external parties.
• Develop long-range forecasts and maintain long-range financial plans.
• Develop, maintain and monitor all fundraising and accounting systems and procedures capturing all pledges, billings and receipts and for the recording of all revenue transactions, recommend and implement improvements to systems.
• Prepare annual audit and be a liaison with all outside vendor.
• Knowledge of tax and other compliance implications of non-profit status

Competencies

Corporate Competencies:

• Demonstrates commitment to organization’s mission, vision and values;

Development and Operational Effectiveness

• Ability to lead strategic planning, results-based management and reporting;
• Solid knowledge in financial resources, contracts, asset and procurement, information and communication technology, general administration;
• Ability to lead a process, implementation of new systems, and affect staff behavior/attitudinal change.

Management and Leadership:·      

  Builds strong relationships with staff, focuses on impact and result for the staff and responds positively to feedback;·      

  Consistently approaches work with energy and a positive, constructive attitude;·    

    Demonstrates openness to change and ability to manage complexities;·    

    Leads teams effectively and shows mentoring as well as conflict resolution skills;·      

  Remains calm, in control and good humored even under pressure.·       

Demonstrated leadership and vision in managing staff groups and major projects or initiatives.·     

   Excellent interpersonal skills and a collaborative management style.·      

  Excellent people manager, open to direction and +Collaborative work style and commitment to get the job done·     

   Ability to challenge and debate issues of importance to the organization.·       

Persuasive with details and facts·      

  Delegate responsibilities effectively·       

High comfort level working in a diverse environmentCommunications and Networking:·       

Has good oral communication skills and conflict resolution competency to manage inter-group dynamics and mediate conflicting interests of varied actors;·       

Has good written communication skills, with analytic capacity and ability to synthesize project outputs·       

Knowledge Management and Learning: Shares knowledge and experience;·    

    Actively work towards continuing personal learning and applies newly acquired skills.

Education:

Advanced University Degree (Masters or equivalent) in Business Administration, Operations Management, Social Sciences, International Development, Economics, Financial or related fields.

Experience:

• At least 5 years relevant work experience, which involves similar senior experience of operational management of projects or Programmes with Strong background and work experience in Finance.
• Experience in managing and leading other staff members.
• Substantive operational management experience, including detailed working knowledge of human resources, procurement, ICT, finance, project management, asset management and logistics;
• Good knowledge of Computer proficiency, including working knowledge of MS Office products (Word, Excel, PowerPoint) and web-based management systems;

Language:

• Fluency in written and spoken English

• SCAG is inviting applications from qualified/Motivated candidates who are interested to submit their CVs, qualification, recommendations and cover letters explaining, how they meet Job description.
• Applications should be addressed to: [email protected]

Only short-listed candidates will be contacted. SCAG is an equal opportunity employer.

QUALIFIED FEMALE CANDIDATES ARE PARTICULARLY ENCOURAGED TO APPLY!!!

Note:Please make sure the job title and vacancy number in the mail subject line is clear.

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NAGUSOO BIIR ---  SOMALI JOBS

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