Operations Manager (National) at RefuSHE

Key Responsibilities and Duties:

Operations

• Oversee operations and logistics of the Nairobi office physical spaces (campus and safe house) including maintenance of the training rooms, kitchens, lighting, recycling, and general workspaces.
• Ensure that operational functions are established and maintained in accordance with RefuSHE’s policies and procedures.
• Improve operational management systems, processes and best practices.
• Procure, maintain, and organize all office space supplies to meet work demands of Kenya offices staff in an environmentally green way.
• Manage internal controls and security system to reasonably ensure the safeguarding of all RefuSHE’s assets.
• Establish and maintain complete inventory and accountability of all organizational property and insurance coverage in coordination with the Finance Department. This includes asset tagging and disposal.
• Manage on-site and off-site storage.
• Conduct selection and maintenance of all office equipment. Ensure that all office copiers, fax machines, and printers are ready for daily use.
• Ensure timely and appropriate establishment of all logistics infrastructure (warehousing / fleet management / distribution / and equipment) and associated operating / management /monitoring systems.
• Review of policies, and processes across the organization to improve operational performance.
• Ensure management of vehicle fleet is in line with the organization’s standards; ensure that appropriate allocation and safe use of vehicles is achieved throughout and ensure servicing and maintenance schedules are adhered to.
• Ensure efficient coordination and timely delivery of supplies in support of all RefuSHE departments.
• Ensure there is accurate record keeping for all warehouse transactions.
• Develop/review and oversee the implementation of warehousing policies and procedures.
• Oversee receiving, warehousing, distribution, and maintenance operations systems.
• Lead the evaluation of technology solutions, identify gaps, weaknesses, and areas for improvement. Design and implement in-house solutions and/or with external vendors. Assess and manage technology vendors. Implement systems improvements across all departments and set up relevant tools, processes, and automations.
• With the support of the CEO, assess current systems to ensure productivity, improve system design and planning for new systems as needed.
• Review relevant reports and recommendations for system improvement, and develop implementation plans to ensure those recommendations are implemented successfully and sustainably.
• Where changes to systems are required, ensure that all stakeholders are fully briefed and that all staff are fully trained to implement new or modified systems capably.

Compliance

• Ensure compliance by filing and updating the filling of regulatory documents in compliance with relevant laws and regulations.
• Ensure that COVID mitigation plan is up to date and followed by all of RefuSHE staff, visitors, and beneficiaries.

Procurement

• Develop TORs and manage the procurement and delivery of vendor or consultant inputs.
• Spearhead and maintain a functional procurement and supply chain management system.
• Purchase materials, plan inventory, and oversee warehouse efficiency.
• Maintain and manage relationships with key vendors.
• Ensure the integrity of the procurement system and alert the relevant executive team member of potential breaches of integrity

Safety Plan

• Keep RefuSHE’s security and safety plan up to date.
• Ensure all staff are fully briefed on and responsive to all aspects of security, social and cultural norms and local conditions and behavior.
• Assist US staff with necessary items for travel to Kenya, including but not limited to business visa letter, airport pickup/drop-off, accommodation suggestions, health and safety needs, etc.
• Conduct security briefing for US staff before traveling and serve as emergency contact person for US staff during field visits to Kenya.
• Liaise with the contracted security company to ensure compliance with security guidelines and their effective application.
• Develop a warden system to be activated in times of crisis for both staff and beneficiaries.

Additional communication and management responsibilities:

• Serve as a focal point in escalating ethical concerns or misconduct issues to the Kenyan Board Chair and / or the US based Managing Director when it is appropriate to do so.
• Manage, mentor, and provide needed leadership to the Procurement Officer, IT office and Logistics staff.
• Coordinate with the US office for joint system integration and standardize processes between the US and Kenya as much as possible.
• Provide regular updates to the Executive and Senior Management teams.
• Recommend changes to the operational team composition and functioning in the Kenya Office to maximize emergency programme quality and effectiveness.

Any other lawful duties that may be assigned from time to time by your supervisor or Senior Management Team.

Key Qualifications:

• Bachelor’s degree in business administration, logistics, supply chain, or accounting.
• A certified Procurement and Supply Professional.
• ERP workflow knowledge.
• Excellent written and verbal communication.
• Ability to manage, coach, and provide training for staff direct reports.
• Prior experience of at least 5-10 years working in operations with a strength in logistics/supply chain/ function.
• Policy driven mindset and ability.
• Comprehensive knowledge of logistics processes and procedures.
• A drive and passion for continual improvement and operational excellency.
• Capacity to liaise between and understand competing demands and constraints of programs, administration, and operational teams.
• Strong interpersonal, negotiation and influencing skills.
• Excellent analytical, problem solving and organizational skills.

Send your applications to hr@refushe.org indicating the position title in the email subject as “Operations Manager” by close of business 18th February 2022. It should include a cover letter and CV. Copies of credentials and other relevant certificates will not be required at this early stage of application but in the next steps. Please note, shortlisting shall be done on a rolling basis. Applications should be addressed to:

HR & Administration Manager

RefuSHE

P.O. Box 63192-00619, Nairobi

We appreciate all applications received however, please note that only shortlisted candidates will be contacted. Any questions regarding this position will be answered if one is shortlisted for the interview.