OPERATIONS AND LOGISTICS MANAGER

Careers at American Refugee Committee

American Refugee Committee programs are built from the ground up. We work with people at the most vulnerable points in their lives, when they have lost everything to war or disaster. They let us know what they need most, and we work together to develop ways to help them get it. Our programs are as diverse as the people we serve, but they all work together for the same goal: to help people take back control of their lives. We help nearly 2.5 million people a year through programs around the world.

Operations & Logistics Manager

American Refugee Committee
Kigali, Rwanda
Full-Time

POSITION TITLE: Operations & Logistics Manager
DEPARTMENT OR COUNTRY PROGRAM: Rwanda
RESPONSIBLE TO: Country Director
STATUS: Full time
SUPERVISORY CAPACITY: Management and supervision of all Logistics personnel

COUNTRY PROGRAM MISSION:
The overall goal of ARC’s program in Rwanda is to improve life’s conditions and capabilities of the displaced refugee population from eastern DRC by ensuring the provision of basic services (adequate health care, shelter, water, sanitation & hygiene, gender based violence prevention and detection, HIV/AIDS prevention & treatment) and enabling economic recovery in five refugee camps located in Byumba (Gihembe camp), Kibuye (Kiziba camp), Gatsibo (Nyabiheke camp), Nyamagabe ( Kigeme) and Gisagara (Mugombwa) in Rwanda.

PRIMARY PURPOSE OF THE POSITION: 
ARC is looking for an experienced, result driven, innovative and highly conscientious individual to manage and coordinate its logistics and operations to provide outstanding support to its program in the country. The Operations and Logistics Manager (OLM) will provide leadership to improve the performance of all logistical and operational functions to achieve better service delivery and cost-effectiveness using best and emerging practices in operations management and putting to profit technological innovations

Within a matrix management structure, the OLM will report to the Country Director and directly supervise a team of logistics staff based in Kigali and also provide technical support and capacity building to logistics personnel in the field. The OLM is a member of the management team and will work in close coordination with other departments and management staff to provide outstanding support to the field operations and to collaborate with Head Quarters on operational issues. 
The successful candidate will be a self motivated, client oriented operations manager with strong sense of personal ethic, integrity, a big appetite for quality improvement and accountability to improve stewardship of ARC’s resources. The OLM will be a key contributor in helping ARC Rwanda to navigate towards a period of change to achieve its new country strategy.

This is a Kigali based position with frequent travel to field sites (20% of time).

MAJOR AREAS OF ACCOUNTABILITY/PRIMARY DUTIES/RESPONSIBILITIES: 

Operations Management (30%)

• Coordinate and plan operational activities of the Kigali Head Office in collaboration with Administrative Manager to insure outstanding customer care and efficient use of resources;
• In collaboration with the Country Director and the management team, insure maintenance and update of the organizational structure with clear organigrams and job descriptions for all teams and staff;
• Maintain internal Standard Operating Procedures (SOPs) and operational policies;
• Insure full compliance of operations with ARC and donor rules, regulations and policies;
• Knowledge building and sharing with regard to management of operations, organization of staff training and synthesis of lessons learnt/best practices;
• Stay abreast of relevant donor policies, procedures, rules and regulations and train ARC program and partner staff in these policies;
• Process and, if necessary, update service contracts for all the office related services;
• Manage all ARC’s facilities (Offices, Guest Houses, Warehouses, etc.) and provide support for International staff housing facilities;
• Insure effective circulation of mail and documentation around the different ARC offices around the country;
• Negotiate and administer all leases and contracts for all ARC rented premises and equipment. Ensure safety and maintenance of premises and equipment;
• Put in place appropriate controls and systems to insure compliance with all operational policies including regular spot checks, audits and verifications;
• Oversee the management of all communication assets and services to insure communication needs are covered efficiently;
• Oversee the management of all IT related activities including IT support function, network administration, data management and web services, electronic communication including email and dissemination of data, user trainings for ARC standard applications, provision of day to day IT support to staff and ensuring adherence to ARC IT standards.
• Prevent fraud and corruption in all operations by insuring appropriate controls and oversight are in place. Thoroughly investigate all allegations of fraud if any and diligently report to the Country Director for action.

Supply Chain Management (60%)

a. Procurement

• Supervise and support the procurement team for the transparent and auditable management of all procurements of the Country Office in line with the policies and procedures of ARC;
• Ensure that monthly and quarterly procurement plans are developed, submitted, and within budget limits and compliant with donor requirements;
• Manage all tender processes to insure effectiveness, transparency, accountability and the purchase of goods and services at the best market prices possible;
• Coordinate regular market assessments to maintain accurate knowledge of market prices for most common goods and services;
• Put in place and maintain a suppliers database and introduce cost-effective and transparent bid collection practices;
• Build and maintain constructive and ethical business relationship with suppliers and private sector’s operators to ensure that ARC gets value for money in the supply chain process;
• Oversee the management of a procurement tracking system including the preparation of weekly tracking reports;
• Prepare monthly status reports on procurement, assets, contractor database and payments;
• Ensure the timely completion of all purchases/procurements and regular submission of procurement committee minutes;
• Design and manage all contracts for goods and services in collaboration with ARC Legal Advisor;

b. Logistics

• Collaborate with Senior Program Coordinator to ensure compliance with all IP Dashboard indicators related to operations and logistics;
• Ensure timely and appropriate establishment of all logistics infrastructures (warehousing, transport, distribution) and associated operating , management and monitoring systems;
• Ensure that donor compliance is adhered to throughout the procurement and logistical process;
• Proactively develop the skills of ARC staff to understand and utilize supply chain tools and services to design and implement quality programming;
• Supervise supply chain staff to provide logistical support to all programs and ensure proper warehousing, communication, procurement, assets and stock management, and transportation for all ARC areas of operation;
• Ensure that the vehicle fleet owned by or lent to ARC is managed according to ARC and/or donor’s policies and procedures, including efficient fuel consumption, maintenance and repairs, mileage monitoring etc. ;
• Represent ARC in logistics coordination meetings and ensure coordination with partners, local authorities, UN bodies and INGOs.

Security Management (10%)

• Monitor and report on the security situation in Rwanda and the region on a regular basis;
• Constantly update the Field Security Manual and procedure and disseminate them to the staff;
• Improve capacities by organize regular trainings and simulations to maintain emergency and security preparedness;
• Manage all security incidents and crisis;
• Brief all staff and visitors on basic security procedures when required;
• Insure safety of all ARC assets, supplies and premises including the contracting of appropriate insurance coverage;
• Conduct regular and detailed risks analysis and put in place appropriate mitigation and contingency measures;
• Diligently implement all recommendations from management and HQ on security management;
• Collaborate with Program team to improve emergency preparedness including DRR;
• Put in place a 24/7 stand-by operational security network with security focal points in all sites;

·         Any other duties as required.

EDUCATION, TECHNICAL SKILLS & KNOWLEDGE REQUIRED:

• Minimum of 5 years of operations and logistics management experience with humanitarian or development programs at the international level in diverse settings;
• Previous international exposure working in different countries in and out of Africa;
• Masters degree in a related field required (Operations Management, Business administration, International Trade, Humanitarian Logistics etc.);
• Continuous education and specialized trainings in operations and logistics management;
• Strong experience and technical skills in supply chain management and asset management;
• Proven track record in security management;
• Background in policy formulation, process design and quality management;
• Skills and knowledge in the design and use of Information Management Systems (IMS);
• Knowledge of donor’s procurement policies (BPRM, UNHCR etc.);

KEY BEHAVIORS & ABILITIES:

• Proactive, Innovative, Self-motivated, Result based, Detailed oriented;
• Strong work ethics and integrity;
• Ability to work under pressure and to multitask;
• Advanced planning skills and ability to meet deadlines in a rapid pace environment without compromising on quality;
• Strong staff supervision and team capacity building skills;
• Excellent leadership and organizational skills;
• Fluency in written and spoken English. Knowledge of French is an advantage.
• Appetite for the use of technological solutions and innovations to improve efficiency and effectiveness.

Strong computer literacy (Advanced Excel and Access, Data Base software, Supply chain software, other IMS solutions etc.)

To submit your candidacy for this position, please apply online athttp://www.arcrelief.org/site/PageServer?pagename=careers_jobs

We appreciate your interest in ARC.  Only short listed candidates will be contacted.