Operations Manager
The United Methodist Committee on Relief (UMCOR)
Closing date: 11 Jan 2010
Location: Indonesia - Banda Aceh
Post: Operations Manager at UMCOR - Indonesia
Location: This is a National Staff position based in the Banda
Aceh office with frequent travel to Bireuen and other UMCOR- Indonesia
office locations
Reports Directly To: Finance Director and Head of Mission
Works Directly With: Program Coordinator, Program Managers, Field Coordinator
General Position Summary:
Under the direct supervision of the Finance Director and Head of
Mission, the Operations Manager will provide program support functions
for all offices in Indonesia - including Procurement, Logistics and
Administration and Human Resources. The Operations Manager is tasked
with managing the operations portfolio in the Banda Aceh office and
providing timely and efficient support to other UMCOR offices located
in Bireuen and Medan. Direct office management requires the
standardized implementation of all Operations policies and procedures
with involvement and oversight of the day to day activities. The
Operations Manager will ensure timely reports and updates are provided
back to field offices and program management.
The Operations Manager works closely with their counterparts in Program
and Finance Management on budgeting, expenses and forecasting cash
flows. The Operations Manager is responsible for cost effective
deployment of capital and human resources, compliance with Indonesia
local laws, UMCOR procedures and policies and donor requirements.
The OM is required to ensure the Indonesia offices are compliant and
organized with the technical skills and procurement and logistics plans
to meet program needs and will support the overall Administrative and
HR function of the United Methodist Committee on Relief (UMCOR). He/she
will be responsible for the direct supervision and management of the
Logistics, Procurement, Human Resources and Administrative Officers and
Assistants.
Essential Job Functions:
- Oversight of all UMCOR operations functions in Indonesia including
the supervision of all Procurement, Logistics, Administrative,
Security, and Human Resources personnel and functions.
- Ensure the uniform implementation of UMCOR’s Logistics, Procurement,
Asset Management, Security, Administration and Human Resources
Guidelines, as well as donor guidelines where applicable, across these
field offices.
- Periodically review/revise existing policies and advise the FD and
HOM of suggested changes. Assist, as required, in the drafting of new
policies, processes and procedures as necessary, in line with UMCOR
global and donor guidelines.
- Ensure that the UMCOR field offices are functioning at an acceptable
speed and quality and provide procurement, logistics, administrative
and human resource support to all UMCOR offices in Indonesia.
- Regular travel to field sites for monitoring and supervision of
systems (HR, Administration, Procurement, Logistics and Asset
Management) and ensure consistency and compliance of each of these
auditable functions and the relevant staff. Provide guidance on plans
for improved performance where necessary. Provide technical assistance
to all operations staff. Alert the Finance Director and Head of Mission
to any compliance or integrity issues affecting UMCOR Operations
- Assist program management in the proposal development, when required;
including assessments, pricing and security-related information;
development of timeframes for procurement and recruitment planning.
- Ensure adequate operational resources are available for each office
through the development of operations budgets with cash flow forecasts,
signing approval as per pre-defined levels, and oversight of budget
monitoring, ensuring adherence to donor regulations.
Procurement
- Provide supervision to the procurement team ensuring it successfully
meets UMCOR Indonesia procurement needs; provide day-to-day management
and supervision to the Procurement Officer in Banda Aceh and technical
support and oversight to the Procurement Officer in Bireuen;
- Periodically review UMCOR Indonesia procurement policies and
practices and recommend improvements to ensure increased efficiency and
accountability and the best value for money;
- Periodically review procurement filing system and ensure it is
adequate for internal control and internal and external reporting
purposes;
- Lead periodic market survey and development and maintenance of the
approved vendor lists for goods and services applicable to UMCOR
Indonesia program areas; oversee development and maintenance of the
price-lists for regularly purchased items; maintain excellent market
knowledge and stay abreast of any developments that affect local market
and have implication on UMCOR operations, advise UMCOR management
accordingly;
- Regularly assess training needs on procurement policies and
procedures and design and conduct trainings to the program and support
staff; provide proper orientation to new staff;
- Provide technical assistance to major events and procurements,
liaising with country management for procedural questions and
interpretation. Provide ongoing training and coaching to operations,
using both on-the-job/spot training and more formal training
sessions/workshops to disseminate new policies and procedures and to
ensure understanding of and adherence to existing guidelines.
Logistics
- Line manage, supervise, and evaluate the Logistics Officer in their
duties relating to management of asset inventory and office supplies,
transportation and accommodation (including maintenance and management
of all vehicles and fuel usage) ensure timely delivery of procured
goods.
- Provide periodic updates to travel and logistics-related policies
- Ensure an effective supply chain is established to delivery and document good to field sites
- Oversee management of drivers, including monitoring of schedules and annual leave.
Human Resources
- Line manage, supervise, and evaluate the Human Resources Officer in
their duties relating to contracts, recruitment, payroll and benefits,
timesheets and annual leave, personnel file management and staff
training.
- Provide periodic updates to personnel manual and related policies and procedures.
- Oversee the preparation, extension, renewal, and termination of
employment contracts and job descriptions with inputs from Program
Managers; monitor updating of staff contract extension list and alert
management of upcoming contract end dates.
- Supervise recruitment process, including oversight of the posting of
job advertisements, shortlisting, reference checks, and the
distribution of offer letters.
- Build and strengthen the capacity of national staff in operations
management and increase knowledge of UMCOR policy and procedures;
ensure each staff is undergoing regular performance reviews. Provide
ongoing coaching through regular field visits, and assist in the
identification of related training/professional development
opportunities.
- Provide trainings to program and other, support staff when needed.
Coordinate with Finance Management and Programs for uniformity.
- Oversee maintenance of staff profiles, international staff personnel files, and contact lists.
- Assist in the development of organizational structures that will
enable the Operations Departments to work efficiently and cost
effectively
Security
- Act as the Security Focal point in Indonesia, monitoring security
situation, attending coordination meetings when appropriate, and
leading security team meetings, making recommendations during periods
of heightened security threat.
- Provide periodic updates of security management plans, ensure
maintenance of updated emergency contact lists, phone trees, and oter
security tools. Provide all new staff with security orientations.
- Oversee supervision of security guards at offices and expatriate houses.
- Draft security meeting minutes and monthly security reports.
Administration
- Oversee Visa, Work Permit and Police Clearance, including
coordination with local and national authorities. Remain updated on the
latest visa procedures and processes.
- Line manage, supervise, and evaluate administrative staff members in
their duties relating to the maintenance of facilities, including
maintenance and cleaning the office and expatriate housing, ensure
proper drafting, maintenance, filing, and timely payment of lease
contracts. Oversee management of office cleaners.
Other
- All other duties as assigned by the Finance Director and Head of Mission
Qualifications
The Operations Manager should have a strong commitment to UMCOR’s
programs and have the ability to mentor and build the capacity of
staff. The successful candidate for this position should be fluent in
both Bahasa and English and should have a minimum of 5 years experience
working with UN or International Non-Governmental Organizations, in
which at least one of the positions involved prior operations
management. Only candidates with a minimum of a bachelor’s degree (or
equivalent) will be considered, with Masters level candidates
preferred.
Specific Requirements
- Bachelor degree (or equivalent) and 5 - 10 years experience of which
a minimum of 2-3 years must be direct operations management experience
preferably with an INGO.
- Extensive knowledge of various INGO regulations and policies.
- At least 3 years previous management experience of junior staff.
- Proficiency with Word and Excel software.
- Interpersonal skills, ability to work independently and in a team.
- Strong organization and prioritization skills, interpersonal skills, and attention to detail.
- English oral and written fluency (knowledge of Achenese a plus).
How to applyPlease send a
cover letter and CV/resume in English to: recruitment@umcor.or.id or by
post to UMCOR Indonesia Mission Office, Jl. Fatahillah No. 29 Geucu
Iniem, Banda Aceh 23239, Indonesia, at the latest January 11, 2010.
“Application for Operations Manager” should be written in the upper
left corner of the envelope or as a subject of your e-mail. Please no
phone calls. Only applicants selected for an interview for the position
will be contacted. Thank you for your interest in UMCOR-Indonesia.
