SNV
Company Name: SNV
Position Title: Operations Manager
Duty Station: Kigali
Organisation Overview
SNV is a not-for-profit international development organisation that makes a lasting difference in the lives of people living in poverty by helping them raise incomes and access basic services. We focus on three sectors – agriculture, energy, and water, sanitation and hygiene (WASH) – and have a long-term, local presence in 24 countries in Asia, Africa, and Latin America. Our team of just over 1,300 people is the backbone of SNV.
We apply our practical know-how to deliver results at scale. Driven by the Sustainable Development Goals, we are dedicated to a society in which all people are free to pursue their own sustainable development, and no one is left behind. This commitment to equity directs us to focus on gender and youth. By connecting our global expertise with our extensive and longstanding in-country experiences, we help realise locally-owned solutions.
Our services include advice, brokering and stakeholder engagement, advocacy, fund management, results-based financing, and delegated management.
We realise our impact through direct results and systems change. Our projects directly benefit millions of people and drive systems change – strengthening institutions and kick starting markets to help many more people work their way out of poverty, well beyond the scope of projects.
We are committed to operational excellence and are proud to be a not-for -profit organisation, implementing our mission exclusively through project financing. This requires us to work efficiently and to invest in operational excellence every day.
Context and Purpose of the Job:
The Operations Manager works closely with the Country Director to ensure timely and compliant implementation of HR, Procurement and Contracts, IT, security and safety, Administration and Logistics Operations. Until the organisation grows the manager will be directly responsible for implementation of some of the activities while also managing staff, processes and procedures for others. As member of the CMT, responsible for timely reporting on Department activities.
Key Responsibilities:
Procurement and Contracts
-Procurement is conducted in line with SNV and donor Procurement Policies.
-All SNV sub-contracts and grants are issued in compliance with donor requirements and that contractors / grantees provide agreed upon deliverables in accordance with contractual terms;
-In coordination with project staff, ensure timely completion of procurement in support of programme implementation in line with SNV and donor policy;
-All consultancy contracts; purchase orders, MoUs, sub agreements and sub-contracts; are drafted in line with policies and that OOs are maintaining accurate and complete procurement files, both hard copy and soft-copy files;
Compliance with Donor Requirements
-Ensure that SNV is following donor rules and regulations for procurement
-In coordination with project staff, ensure timely completion of procurement in support of programme implementation in line with SNV and donor policy;
-Elevate any areas of non-compliance or failure of sub-contractors or vendors to perform in accordance with contracts so that issues are dealt with timely.
HR Strategy for Country
-Review and stay abreast of Country Employment Law advising on any new legislation that will impact SNV
-Review and maintain SNV country personnel policies, HR procedures, compensation, insurance and benefits packages annually and provide recommendations for amendment as necessary
-Ensure that all SNV HR processes are “Audit Ready”. Keep HR files in order and secure.
Management and HR Advice
-Provide, asked and unasked advice to management (including Project Managers) on the HR policies, legal issues and organizational change.
-Advise and support Management Team on personnel matters within their team in order to support in business decisions and act as an effective business partner within the country
Human Resources Development
-Implement and support line managers in conducting performance appraisal processes,
-Analyze and identify development needs, implement HRD framework, and provide advice in career development,
-Arrange relevant (induction) training and development opportunities within (project) training budgets, based on HRD policies, consultation with and approval of CD and line managers and balancing business development requirements and individual employee needs
-Ensure induction, orientation, semi-annual and annual performance review and exit procedures are conducted for all staff as required
Workforce management
-In partnership with programme and technical staff, identify recruitment requirements for staff and consultants, draft and place advertisements and supervise recruitment and contracting process. Support headhunting as necessary;
-Implement and keep updated CV database of (potential) staff, consultants, pre-screen candidates and arrange interviews,
-In coordination with project staff, issue and manage staff and consultant contracts, renewals, extensions and maintain central filing system for all personnel records;
-Support with selection and negotiation of contract with the right candidates, conforming to the project staff planning, compensation and benefits policy, corporate recruitment policy and requests from the CD, Country Sector Leader and/or Project Manager
Administration/Operations Delivery
-Organises integrated process delivery, optimising the use of guidelines and procedures within projects and/or a field office.
-Manage Administration team to ensure:
-Stock management of office stationery, supplies, office equipment and furniture;
-Manage and update Fixed Assets List in accordance with SNV’s and donor’s rules and regulations.
-Regular office and equipment maintenance and repair to ensure safe working environment
-Coordination of Logistics and Travel and IT requirements
-Maintenance of clean and professional office environmen
-IT services provision that meets staff needs and requirement
-Maintenance and renewal of annual service contracts; rental agreements; insurances
-Provide mentorship and guidance to the admin team
-Review admin performance and identify bottlenecks in systems and operations, report to management and advise on resolution;
-Review and update health and safety in all offices and ensure requirements are observed;
-Develop, implement and manage new administrative systems, such as record management, filing systems, intranet communication across all field offices
Security & Safety Management
-Acting as the Country Security Focal Point (SFP), operationalize the Security Management Plan and guide the Risk Management Team to ensure the implementation, accuracy, and relevance of security planning.
-Monitors the safety and security environment, analyze context, report incidents, provide briefings, and support the security management of the country.
Legal Advisory and Compliance
-Ensure timely compliance of CO registration with RGB as well as key ministries for MoU approvals. Work with project staff on submission of annual plans at district level.
-Maintain close relations with legal counsel; Immigration; and Labour departments to ensure SNV is operating in accordance with Law, national requirements and in line with other organisations.
-Provision of specialist support to Expat staff to ensure they have access to permits; visas etc as required for SNV operations.
-Provision of direct support to negotiate any issues that occur;
Requirements:
-BA or Master’s Degree in a related field
-At least 5 years in a senior operational management position (HR/ Admin/ Procurement) with an International Non-Governmental Organisation or similar type of organisation.
-Fluency in English and Kinyarwanda.
Contract Details:
Contract Type: Open Ended
Expected Start Date: 1st April 2023
Note: Deadline for applications is not later than 5:00 pm, February 10th, 2023.
Only shortlisted applicants will be contacted.
Q-SOURCING SERVTEC IS AN EQUAL OPPORTUNITY EMPLOYER. ANY SOLICITATION WILL LEAD TO DISQUALIFICATION
To apply for this job please visit qsourcingservtec.applytojob.com.
