Senior Operations Manager
Position: Senior Operations Manager
Global Communities is an international non-profit organization that works closely with communities worldwide to bring about sustainable changes that improve the lives and livelihoods of the vulnerable. Global Communities' Office of Humanitarian Assistance (OHA) has developed a strategy for the organization's response to the Syria crisis, anchored in a field presence. Specifically, OHA is responding directly in Syria, intensifying Global Communities’ assistance to vulnerable Syrians. Global Communities, with its more than 60-year experience in over 80 countries, has the
commitment to be a strong part of humanitarian response to Syria by building up the capacity of vulnerable groups and strengthening their resilience to improve their living conditions with a long-lasting, positive, and community-based change.
The primary functions of the Senior Operations Manager (SOM) is to support the planning and implementation of both program and operations-related procurement and logistics. The duties include to establish and/or maintain/implement procurement tracking and management systems, oversee and build the capacity of local national procurement and logistics staff, and ensure that procurement and logistics functions are efficient, compliant with internal policies and donor regulations, and well-coordinated and integrated with other teams within the Syria program. The SOM is based in Gaziantep, Turkey, and reports to the Operations Director.
Place within the organization:
- The SOM is hierarchically accountable to the Director of Operations.
- The SOM functionally supports all procurement and logistics staff in the mission, both Turkey and Northwest Syria.
The SOM is responsible for the following duties under his/her scope:
- Lead in the design, development, implementation, and maintenance of contextualized procurement, purchasing, logistics and distribution operating procedures in order to attain operational excellence in Turkey and Northwest Syria.
- In liaison with other operations departments and programs in procurement & logistics execution, he/she will facilitate and coordinate an overall, synchronized projects' supplies annual procurement plan, thereby minimizing ad -hoc procurements, and aiding projects' to better manage planned procurements and expenditures.
- Coordinate with relevant technical experts to confirm that specifications are accurate and complete, samples provided where necessary, and deliverables are complete and correct in accordance with contract terms, and fit-for-function.
- Coordinate sourcing strategies and develop a thorough and a full open process with a comprehensive supplier base for the supply of goods and services, constantly researching to ensure a reliable and competitive vendor base.
- Negotiate supplier terms and conditions for the supply of goods & services, ensuring the optimal combination of cost, quality, and delivery/lead time for the organization.
- Prepare as needed, supervise and review supplier evaluations/bids analysis, requests for awards, purchase orders, contracts for services and other procurement documents, ensuring strict adherence to applicable procedures, accuracy and completeness of procurement supporting documents.
- Generate and disseminate complete, accurate and relevant weekly operations updated, and monthly procurement reports on user friendly, standardized templates to support project management decision making.
- Coordinate with the Administration and Finance Manager for office assets, coordinating their purchasing based on assessed needs, systematic tagging, insurance (and related claims processes), annual documented physical verification and disposal at close out per project specific disposal provisions.
- Facilitate procurement audits and internal compliance reviews.
- Work closely with the Finance team to ensure execution of payment terms outlined in the purchase orders and contracts. S/he will be responsible for follow through on all procurement & acquisition contractual obligations. In coordination with activity managers, s/he reviews and approves invoices prior to forwarding them to finance for payment processing, resolves any problems that arise, performs post contract evaluations ensuring accuracy and integrity of data.
- Documentation and Payment Processing- under the guidance of Senior Director Finance and coordination with technical team leads, the Senior Procurement Manager will work with relevant team members to ensure adequate documentation is secured in support of various project events such as field trainings and workshops, work planning workshops and other meetings involving internal and external staff and other stakeholders. S/he will design a system that puts in place a robust mechanism for the prompt and timely submission of such supporting documentation to the finance office to facilitate timely payment processing.
- Establishment of accountable and functional in-bound and out-bound logistics and warehousing systems and procedures
- Identification of logistic needs and establishment of logistics structures, functions and systems in Gaziantep Office and new field locations if/when required.
- Oversee all matters logistics relating to vehicle transport and fuel management, to ensure that vehicles are insured, managed correctly, being driven safely, maintained appropriately, damages are reported, and ensure that vehicle equipment (tools, communications, etc.) are complete and serviceable; and that usage of fuel is correctly managed, logged and recorded.
- Support and strengthen cross border operation's procedures and policies as necessary for the effective management of the emergency supply chain, vehicle fleets, communication systems, and the logistics components of the program.
- Overall responsibility for all BIS requests and following the process of assigning the licenses to the items that cross into Syria.
- Oversee production of the Logistics Report annexes and forward to Operations Director and SMT.
- Responsible for appropriate logistical support, being provided to all field-offices in NWS Syria.
- Representation to local and central government authorities as requested and needed.
- Maintain flexibility to take on added responsibility as and when needed, as per their supervisor's or Country Director request.
- May be requested to act as Director of Operations when the position is vacant and when the Director of Operations is out of office traveling or on leave
- Any other relevant duties as requested
Knowledge, Skills, Abilities
- Strong organizational and team working skills
- Good cultural awareness and sensitivity
- Ability to work under pressure
- Strong commitment to Global Communities' vision and values
- A combination of experience or a university degree in a relevant field working in this sector.
- Minimum seven years of managerial experience required in procurement and logistics
- Bachelor’s degree in economics, business administration, business management, supply chain and logistics management, contract management is required. In the absence of a university degree, 8 years of relevant experience may be substituted for the required degree. Professional qualification in procurement, operations, or logistics management.
- Experience in staff management and supervision is required.
- Working knowledge of international funding agencies procurement procedures, and strong knowledge of USAID rules and regulations.
- Experience in a post conflict or conflict zone strongly preferred
- Regional experience essential
- Familiarity with commodity management tracking systems
- Demonstrated ability to work with limited supervision
- Excellent command of English, both written and spoken is required; working knowledge of Arabic and/or Turkish is an asset
Global Communities is an equal opportunity employer. As an international humanitarian organization, we highly respect and value diversity and ensure that all qualified applicants receive consideration solely based on required experience and capabilities regardless of their race, color, gender, sexual orientation, age, ethnicity, religion, disability or marital status. All Global Communities employees, regardless of their position, are prohibited from engaging in any form of discrimination, harassment, exploitation or abuse (physical, sexual, emotional or verbal), or in any other way breach the rights of others to thrive in a safe and supportive environment.
We consider Humanitarian Principles as an integral part of our relief and humanitarian work across the globe and are fully committed to promoting the recognition of human rights, especially the safeguarding of children, women, and adults at risk. We believe we are accountable to those in the communities we serve, and as such, it is our responsibility to ensure that, we as an organization, must not contribute in any way to harming or exposing those communities to further risk. Global Communities applies zero tolerance to any act of exploitation, abuse, harassment and discrimination in every aspect of its work.
Therefore, as part of our recruitment process, a range of pre-employment checks/screenings will be conducted in conformity with Global Communities’ Safeguarding Policies.
Level of contact with children for this position: Low
Global Communities does not charge any fees at any stage of the recruitment process.
We envision a world where everyone has the freedom, means and ability to live and prosper with dignity.
Our mission is to create long-lasting, positive and community-led change that improves the lives and livelihoods of vulnerable people across the globe.
About Global Communities
We don’t tell the community what to do, they tell us.
Global Communities is a global development organization committed to working in partnership with communities worldwide to bring about sustainable, impactful changes that improve the lives and livelihoods of the vulnerable.
Development is not something we do for people; it is something we do with them. We believe that the people who understand their needs best are the people of the community itself.
We make a difference by engaging with communities, governments, the private sector, and NGOs as partners for good—bringing together complementary strengths and shared responsibilities to work toward common goals.
Global Communities has existed for more than 60 years. Until 2012, we were known as CHF International and, before that, the Cooperative Housing Foundation. We are a non-profit organization.
What distinguishes our work?
The power of what we do lies in our ability to develop relationships that put the people of the community at the forefront of their own development. Enriched by the ability to build trust and understanding, it is our heartfelt focus on community and partnership that distinguishes our work.
Global Communities currently works in more than 20 countries around the world in Africa, Asia, Europe & the Caucasus, Latin America & the Caribbean and the Middle East.