Operations Manager at Gap Recruitment Services Limited

Job Purpose

• The purpose of this role of Operations Manager is to ensures smooth logistical operations, including transportation, inventory management, and staff safety, to support effective project implementation and organizational efficiency. The holder will oversee procurement, logistics, safely & security, and HR & administration ensuring adherence to policies and procedures while optimizing resource allocation.

Key Responsibilities:

• Oversee the management of all transportation activities, including vehicle fleet operations, scheduling, and maintenance.
• Ensure the availability of safe and reliable transportation for staff, visitors, materials, and equipment as required for project activities.
• Coordinate logistics for project activities, including the movement of goods, equipment, and personnel to project sites.
• Plan and execute logistical arrangements for workshops, meetings, and field visits, ensuring timely and cost-effective delivery of services.
• Responsible for co-ordinating and managing key events as delegated by the CD such as but not limited to Plant the Planet and other events.
• Maintain accurate records of inventory, shipments, and logistics transactions.
• Represent CMT on the OSH Committee and in collaboration with the committee ensure safety protocols and procedures to protect staff during project activities, travel, and fieldwork are robust and effective.
• Develop and maintain contingency plans for emergency situations, including medical emergencies, natural disasters, and security incidents.
• Collaborate with relevant stakeholders, such as local authorities and emergency services, to ensure effective response and support during emergencies.
• Provide oversight of the HR & administrative functions ensuring all Personnel records are up to date, effective tracking of leave, performance appraisals, probation management in collaboration with the relevant line management.
• Coordinate recruitment activities with external service provider ensuring all recruitment procedures are adhered to.
• Ensure compliance with transportation regulations, safety standards, and insurance requirements.
• Maintain accurate records of transportation and logistics activities, including vehicle logs, driver schedules, and fuel consumption.
• Ensure procurement activities are conducted in accordance with organizational policies, procedures, and donor requirements and in a timely matter.
• Evaluate suppliers and vendors to ensure value for money, considering factors such as cost-effectiveness, quality of products or services, and timeliness of delivery.
• Responsible for lease management for all SHA offices, negotiating on new leases as required and ensuring all buildings are fit for purpose

Key Relationships:
Internal;

• Country Director
• Global Procurement and Logistics Manager
• Head of Finance
• Project Managers

External;

• Vendors
• SHA Partners

Qualifications, Knowledge, and Experience Required:

• Bachelors degree in business administration, Project Management, International Development, or a related field. A masters degree is preferred but not mandatory.
• Minimum 8 years of experience in operations management, preferably within the NGO sector.
• Strong understanding of project management principles, including budgeting, scheduling, and resource allocation.
• Knowledge of logistics and procurement processes, with an emphasis on value for money, timeliness, and quality of products/services.
• Familiarity with safety protocols, emergency response procedures, and security management to ensure staff safety and project continuity.
• Understanding of HR administrative tasks and recruitment coordinate processes.
• Proven track record of successfully managing projects, including logistics, procurement, and staff safety/security.
• Demonstrated ability to engage with stakeholders, navigate cross-cultural environments, and represent the organization effectively.

Key Competence:

• Strong project management skills, with the ability to plan, execute, and monitor activities to achieve desired outcomes.
• Excellent communication, negotiation, and interpersonal skills for engaging with stakeholders and managing teams effectively.
• Analytical and problem-solving abilities to address challenges and make informed decisions.
• Attention to detail and ability to ensure compliance with legal, regulatory, and donor requirements.
• Proficiency in project management tools, procurement software, and Microsoft Office suite for documentation and reporting purposes.