Procurement and Operations Manager
Côte d'ivoire (Cote d'Ivoire)
Management Sciences for Health (MSH) is seeking a Procurement and Operations Manager for a potential USAID-funded activity in Cote d’Ivoire.
This position is subject to project award and funding.
The Procurement and Operations Manager leads and manages the Projects operations and procurement services for the project. The position is primarily responsible for, but not limited to, ensuring that MSH operations and procurement in Uganda are functioning efficiently and effectively, and aligned to support attainment of project results and client expectations as per USAID rules and Regulations. S/he is the supervisor of all operations and procurement staff following core systems: procuring goods and services in compliance with MSH procurement policies and procedures, provide monthly reports on accruals and commitments, management of office facilities and services, property management and inventory, logistics, security, travel and workshops, S/he ensures that the department operates as a cohesive, neutral, functional unit that provides high-quality, responsive, timely and cost effective services in implementation of the project within the framework of local laws, MSH policies and standard operating procedures, and donor requirements.
- Ensure procurement of all Project equipment, goods, supplies and services, are conducted as per USAID’s rules and regulations and MSH procurement policies.
- Develop and execute responsive and appropriate operations and procurement systems as per MSH and USAID rules and regulations (for office management, procurement and logistics, inventory records, IT services, workshops, etc.) in line with local laws and regulations, MSH policies and standard operating procedures, and donor requirements to ensure all projects receive proper support.
- Ensure compliance with standard operating procedures and policies are understood by all staff under their supervision.
- Develop procurement Plan and ensure its effective and efficiently implemented in liaison with Director Finance and Operations.
- Liaise with the Accounting Manager in timely tracing of all commitments/accruals and ensure they are correctly recorded in Quick books.
- Lead and Maintain and updated Purchase Order log/Tracker, and provide regular updates on status of procurements.
- Lead and Manage in-country travel, workshop and logistics management. Maintain relationship with travel company and monitor associated costs.
- Participate in risk register development and implementation, and take proactive steps to mitigate risks within operational functions
- Ensure the Operations Unit provides a customer service / client oriented service which is seen to add value to all Projects/Programs.
- Lead and ensure Operations Work Flow processes are accurate, and that these are translated into Service Level Agreements which respond to the needs of Projects/Programs.
- Ensure a complete record of MSH assets & inventories and ensure the equipment are maintained and reported for all projects in accordance with MSH policies and respective donor regulations. Establish system for safe keeping and usage of all in-country property under MSH stewardship, including proper insurance of assets.
- Coordinate the process of asset disposition and ensure the disposition list is approved by USAID
- Liaise with the Director Finance and Operations and ensure project closure out process is administered timely.
- Supervise all Procurement & operational staff and ensure that the team is accountable for their performance management (including regular results, check-ins, formal appraisals, supportive supervision, rewards, training, coaching and career development support).
- Ensure staff actions are governed by the highest standards of personal and business conduct as stipulated in policy guidelines.
- Contribute to maintaining teamwork, discipline sound work relationships and productivity
Ensure that unit staff charge their time in a manner which accurately reflects their level of effort.
An advanced degree in business administration, or other relevant discipline or equivalent experience.
At least 7-10 years experience managing operations of development programs.
Experience managing USG-funded programs with significant operations management experience, preferably in Cote d’Ivoire with regional field experience, strongly preferred.
Strong leadership, mentoring, management, planning, analytical and organizational skills demonstrated by ability to work both independently and within a team, assess priorities, and manage a variety of activities with attention to detail.
Proven leadership and capacity in negotiation and conflict management.
Demonstrated experience to provide technical assistance to organization and conduct trainings.
Excellent oral and written communication skills with fluency in French. Proficient computer skills.
Experience in maintaining excellent communication with Headquarters.