Operations Manager

Title: Operations Manager

Functional Area: Operations
Reports to: Operations and Finance Director
Location: Country Office
Travel required: Travel required to Field Offices and Plan working area
Grade: D2
Type: Fixed-Term Term Employment of 2 years from date of employment; Open to all applicants.

ABOUT PLAN INTERNATIONAL

Plan International is a development and humanitarian organization that advances children’s rights and equality for girls. We strive for a just world, working together with children, young people, our supporters and partners in over 75 countries. Our programs are underpinned by a core of defined values, including transparency and accountability, team collaboration, inclusion and integration, as well as the overall ambition to empower girls and young women as legacy.

Plan International has been working in Nepal since 1978 and developed a strong reputation as a respected development and humanitarian actor helping marginalized children, their families and communities to access their rights to health, education, economic security and protection. Through the support of local partners, Plan International has worked in 42 districts in Nepal since 1978.

Plan International strives for a just world that advances children’s rights and equality for girls. Our ambition from now to 2027 is to see All Girls Standing Strong Creating Global Change.

Plan international Nepal seeks candidates who practice feminist leadership, promote diversity, actively seek innovative solutions for problems, courageously and respectfully share their opinions and ideas, break down barriers and engender cross-department collaboration, practice active listening, maintain confidentiality, build trust and are passionate about children’s rights and equality for girls.

ROLE PURPOSE

The Operations Manager is responsible to ensure support services within the organisation are delivered with high-quality and in an efficient manner. S/he manages and coordinates the operations functions – procurement, fleet, contracts, inventory, assets, warehousing, facilities etc and ensures alignment with the organisational policies, donor requirements, and local regulations. S/he will also be the liaison and focal person for safety and security within the organization.

Description

DIMENSIONS OF THE ROLE

Reports to: Operations & Finance Director
Budget Accountability: Operations and Safety & Security related budget
Number of direct reports: 3
Number of Indirect reports: 5

External relationships and representation

ACCOUNTABILITIES

Policies, Procedures, Processes and Applications Support

• Ensure compliance with the organizational policies and procedures related to operations function. These will include, provisions of Supply Chain Operations Manual, Fleet Manual, Safety and Security Policies etc.
• Provide input in review and development of systems and procedures to bring in operational excellence.
• Orient and build capacity of Plan and it’s partner’s staff on the requirement of Plan’s Supply Chain Operational Manual.
• Work closely with the Global Hub Supply Chain team, including the designated focal point for Country Office, to provide input into global initiatives and projects, and disseminate key information to relevant stakeholders in the country office.
• Responsible for ensuring that global initiatives, projects and changes relating to Supply Chain are integrated into day-to-day operations (e.g. Supply Chain Operations Manual updates, system improvements, workforce engagement).
• Ensure the team is able to work with and has knowledge of multiple institutional donors (both in emergency response and longer-term development contexts) including a detailed understanding of donor requirement in Logistics and Procurement.
• Developing and implementing risk and fraud mitigation tactics.
• Provide technical input and responses to audits, evaluations and investigations as needed.

Procurement:

• Develop and nurture strategic partnerships with Suppliers for the supply of goods and services for the purpose of quality program implementation such as LTA’s (Long Terms Agreement).
• Monitoring procurement spend, lead times and procurement status.
• Drive and lead to promote an effective Procurement Plan in conjunction with all stakeholders (Project leads, Technical leads) and reports about progress.
• Coordinates procurement tenders following the SCOM guidelines, oversees open and closed tender procedures and performs bid analysis together with the Tender Committee.
• Coordinate the supplier prequalification process together with the Procurement Coordinator and Procurement committee following the set guidelines.
• Ensure the supplier list is regularly updated in line with the requirement.
• Frequently carry out a market scan to review the prices for goods and services and to ensure Plan International Nepal is continuously getting value for money from the pre-qualified suppliers.
• Track procurement of goods and services and ensure adherence to the set deadlines for the procurement of goods and services.

Fleet Management:

• Ensure management of vehicle fleets; ensure appropriate allocation and safe use of vehicles throughout the programme and ensure adherence to the servicing and maintenance schedules.
• Ensure usage of fuel is correctly supervised, logged and recorded.
• Ensure that the use of vehicles/motorbikes are compliant with fleet manual and government rules.
• Monitor vehicle accidents and near miss, ensure timely and accurate preparation of accident / incident reports through incident management system.

Asset Management:

• Oversee the management of Plan International Nepal assets including; asset purchasing, tracking, reporting, disposal and verification, as well as use of assets are compliant with asset management policies and all donor requirements for project assets.
• Ensure assets and property are effectively managed, asset list is updated regularly and assets are disposed of according to the policy and/or donor regulations. Ensure annual (or biannual) asset checks are completed; damage and losses are reported immediately.
• Ensuring that all Plan assets are covered by insurance and managing services provider.
• Ensure donor reports for assets are timely completed and submitted as required.

Safety & Security:

• Focal point for security which entails providing support to the Country Director in decision making on security issue and ensuring that organizational security management requirements are delivered.
• Develop strong networks and regularly liaise with AIN / INGO’s on the matter of security of Plan International Nepal.
• Ensure that security plans and SOPs are in place and understood by staff.
• Ensure security briefing is provided for all staff and visitors to the programme.
• Conduct security assessments for all locations as needed.
• Responsible for ensuring safety & security at Plan International Office and Expatriates residential compound in line with Plan Security Standard.
• Deliver effective oversight of safety and security management systems and process.

Team Management:

• Identify and addresses capacity gaps and provide ongoing counselling and support to team members.
• Develop training tools and deliver trainings that will assist Partner Logistics personnel in building capacity of partner on procurement, fleet, asset, office and other administrations skill.
• Provide supervision, coaching and motivation to operations team to enhance and manage their performance.

Others:

• Support management in developing contextual policies and guideline.
• Any other tasks as assigned by line manager in accordance to organizational mandate and priority.

Ensures that Plan International’s global policies for Child Protection (CPP) and Gender Equality and Inclusion (GEI) are fully embedded in accordance with the principles and requirements of the policy including relevant Implementation Standards and Guidelines as applicable to their area of responsibility. This includes, but is not limited to, ensuring staff and associates are aware of and understand their responsibilities under these policies and Plan International’s Code of Conduct (CoC), their relevance to their area of work, and that concerns are reported and managed in accordance with the appropriate procedures.

TECHNICAL EXPERTISE, SKILLS AND KNOWLEDGE

Education qualification and experience

• Master’s Degree, preferably in Management stream with 5 years of relevant experience.
• Proven experience in technical areas of logistics operations including procurement, transport/distribution, warehousing and stock management, fleet management and asset management in development organisation.
• INGO experience preferred.
• Experience using SAP system will be an added advantage.
• Logistics management experience in humanitarian emergency context is required.
• Staff management experience and abilities that are encouraging to a learning environment.
• Experience of security and risk management within the context of Nepal.

Knowledge

• Knowledge in managing supplier relationships and evaluating supplier performance.
• Knowledge of import/export regulations, customs requirements, transportation safety regulations, and ethical sourcing practices.
• Understanding of risk management which includes knowledge of contingency planning, business continuity, and implementing risk mitigation strategies.
• Knowledge of prevailing Tax Act and other government regulations applicable to Logistics & Procurement required.
• Understanding of socio cultural and political environment.
• Strong knowledge of updated best practices and tools in supply chain management.

Skills & Ability

• Strong communication and interpersonal skill.
• Managing, motivating and coaching people.
• Managing work relationships (internal/external.
• Communicating, one to one, in groups both in writing, verbally, presentations and reports.
• Facilitation, negotiation and networking.
• Persuasion and ability to influence.
• Ability to problem solve, handle setbacks and pressure.
• Ability to use basic office electronic equipment & computer applications & database management.

PLAN INTERNATIONAL’S VALUES IN PRACTICE

We are open and accountable

• Promotes a culture of openness and transparency, including with sponsors and donors.
• Holds self and others accountable to achieve the highest standards of integrity.
• Consistent and fair in the treatment of people.
• Open about mistakes and keen to learn from them.
• Accountable for ensuring we are a safe organisation for all children, girls & young people.

We strive for lasting impact

• Articulates a clear purpose for staff and sets high expectations.
• Creates a climate of continuous improvement, open to challenge and new ideas.
• Focuses resources to drive change and maximise long-term impact, responsive to changed priorities or crises.
• Evidence-based and evaluates effectiveness.

We work well together

• Seeks constructive outcomes, listens to others, willing to compromise when appropriate.
• Builds constructive relationships across Plan International to support our shared goals.
• Develops trusting and ‘win-win’ relationships with funders, partners and communities.
• Engages and works well with others outside the organization to build a better world for girls and all children.

We are inclusive and empowering

• We empower our staff to give their best and develop their potential.
• We respect all people, appreciate differences and challenge equality in our programs and our workplace.
• We support children, girls and young people to increase their confidence and to change their own lives.

PHYSICAL ENVIRONMENT

• This position is based in Country Office, Kathmandu however s/he needs field travel as necessary.

LEVEL OF CONTACT WITH CHILDREN

• Mid contact: Occasional interaction with children.

Application Deadline: Thursday, 6th July 2023