Operations Manager

POSITION OVERVIEW

The Administrative Manager is responsible for ensuring efficient, complaint, and well-coordinated administrative operations across facility, procurement, fleet, warehousing, reporting, and field coordination. This role Selects, develops and evaluates personnel , and is responsible for accurate reporting and compliance with donor and organizational standards

KEY RESPONSIBILITIES

• Provides leadership and oversight of all procurement activities, ensuring compliance with organizational policies, donor regulations, ethical sourcing principles, and internal control requirements while supporting efficient project implementation.
• Develops procurement strategies, monitors key procurement performance indicators, approves procurement plans and sourcing approaches and strengthens vendor management, procurement risk mitigation, and staff training/capacity development.
• Manage operations and administrative tasks of a project/country office of moderate complexity and scope.
• Manage material and equipment needs of the project, controlling inventory, and overseeing operations of distribution centers.
• Manage large volume of procurements activities from initial award through review contract.
• Manages and directs all facilities activities to achieve organizational goals and to ensure compliance with organization’s safety regulations.
• Provides oversight and manages complex departmental administrative activities, including travel and meeting coordination, ensuring compliance with travel policy, funder and duty of care requirements. Arrange hotel reservations, airline tickets, transportation, food and beverage logistics, and support global expense authorization and report coordination.
• Prepare work plans for priority tasks and review regularly to ensure quality outputs.
• Craft new Implementation Guideline and draft detail project time plan to facilitate efficient and effective business operations.
• Provided staff mentoring and capacity development in challenging development contexts.
• Collaborate with business unit and department leaders to ensure project implementation aligns with strategy, project goals, and objectives.
• Performs other duties as assigned.

APPLIED KNOWLEDGE AND SKILLS

• In-depth knowledge of office equipment, procurement, budgeting, and supply chain management best practices.
• Experience with multiple donor policies and regulations, including contract negotiation, vendor management, and ensuring delivery against specifications.
• Strong understanding of international donor procurement rules and fraud detection.
• Excellent written and verbal communication skills, including the ability to engage effectively with senior staff.
• Experience in workforce development and oversight, procurement planning, risk management, and performance management.
• Ability to work under pressure in complex environments.

PROBLEM SOLVING & IMPACT

• Tackle complex problems, requiring thorough analysis and evaluation of multiple variables.
• Recognize that incorrect decisions or recommendations can result in major delays or changes to projects or operations.
• Exercise sound judgment that informs organizational strategy and helps shape objectives aligned with project’s goals.
• Provide accurate guidance that drives outcomes essential to achieving departmental and organizational priorities.
• Make decisions that carry impact on the overall success of the function.

SUPERVISION GIVEN & RECEIVED

• Expected to exercise autonomy in day-to-day decision-making while escalating strategic or high-impact issues to Sr. Management Team.
• Provides leadership and directions to direct or indirect junior reports within the functional area.
• Responsible for motivating, mentoring, and empowering staff
• Contributing to performance reviews.
• Contacts are frequent with individuals representing other departments, and/or representing outside organizations.

Education & EXPERIENCE REQUIRED

• Bachelor’s degree plus minimum 8 years of relevant experience
• Relevant experience in general administration, supply chain management, procurement, fleet management, and/or warehousing.
• professional certification or advanced training in facility management, logistics and/or supply chain management required.
• Previous management experience preferred.

Preferred Qualifications

• Fluency in English required
• Demonstrated leadership, people-management, and cross-cultural communication skills.
• Highly organized, resourceful, and effective at coordinating multiple tasks, anticipating challenges, and planning around obstacles.

Typical Physical Demands

• Typical office environment.
• Ability to spend long hours looking at computer screen and doing repetitive work on a keyboard.
• Ability to sit and stand for extended periods of time.
• Ability to lift/move up to 10 lbs

Technology To be Used

• Personal Computer/Laptop, Microsoft applications (i.e., Office 365, SharePoint, Skype/Zoom/Teams), cell phone/mobile technology, and standard office equipment.
• Experience utilizing data analytics software to support the development of reports and work plans.

Travel Requirements

• Less than 20%

The expected hiring salary range for this role is USD 37,000 - 55,000 annually for gross salary (basic and allowances) for national local hire; When determining an offer amount, FHI 360 factors in multiple considerations, including but not limited to: relevant years of experience and education possessed by the applicant, internal equity, market pay, and budget. For internal candidates, salary placement will also follow FHI 360’s current promotional increase guidelines.

This job posting summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.

FHI 360 is an equal opportunity employer whereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, physical or mental disability, protected Veteran status, or any other characteristic protected under applicable law.

Our values and commitments to safeguarding: FHI 360 is committed to preventing any type of abuse, exploitation and harassment in our work environments and programs, including sexual abuse, exploitation and harassment. FHI 360 takes steps to safeguard the welfare of everyone who engages with our organization and programs and requires that all personnel, including staff members and volunteers, share this commitment and sign our code of conduct. All offers of employment will be subject to appropriate screening checks, including reference, criminal record and terrorism finance checks. FHI 360 also participates in the Inter-Agency Misconduct Disclosure Scheme (MDS), facilitated by the Steering Committee for Humanitarian Response. In line with the MDS, we will request information from job applicants’ previous employers about any substantiated findings of sexual abuse, exploitation and/or harassment during the applicant’s tenure with previous employers. By applying, job applicants confirm their understanding of these recruitment procedures and consent to these screening checks.

FHI 360 will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws.

FHI 360 will never ask you for your career site username or password, and we will never request money, goods or services during the application, recruitment or employment process. If you have questions or concerns about correspondence from us, please email[email protected].

FHI 360 fosters the strength and health of its workforce through a competitive benefits package, professional development and policies and programs that support a healthy work/life balance. Join our global workforce to make a positive difference for others - and yourself.

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