POSITION DESCRIPTION

The Operations Manager, reporting to the Country Manager, will provide operations management of the HUB project across the national HUB locations, including coordination of personnel, project activities and financial and material resources. S/he will establish and maintain positive, collaborative and productive relationships with project staff and implementing partners.

KEY RESPONSIBILITIES

• Support the Country Manager with daily project management, contributing to project decision-making by providing input on the operational health and status of the project
• Support the Country Manager to coordinate with technical partners, implementing partners and key local/national actors (public and private sector) to ensure effective delivery of activities
• Provide overall management support to the project and develop, maintain and monitor spreadsheets and tracking tools to ensure project timelines are adhered to
• Work with the Country Manager and staff to ensure that all project logistics are coordinated
• Contribute significantly to country-level strategic planning and annual work planning and ensure program activities are in accordance with the project budget and work plan
• Identify areas of risk and take steps to reduce vulnerabilities
• Maintain and refine policies and procedures for the procurement, management and disposal of project goods and services, in compliance with project policies and procedures and regulations, and provide training to admin, IT and finance staff on proper procurement procedures
• Review, negotiate, and approve all field office contracts (including service agreements, office leases, contracts), ensuring all required contractual terms and conditions are included and obtaining the best value to the project
• Oversee the process for renewing local hire employment contracts on an annual basis, ensuring annual performance reviews are completed and employment contracts renewed on time
• Lead the process for the recruitment of local staff, including review of job descriptions, salary negotiations, and contract development
• Provide guidance to supervisors on recruitment procedures, promotions, and performance management
• Develop and manage an online timesheet management system for local project staff and implementing partners
• Lead staff in planning for Canadian volunteer arrivals and work placements, including arrival and orientation logistics, housing during placement, intercity transportation etc.); organize in-country volunteer orientations and lead sessions as needed
• Ensure, in close collaboration with the Country Manager, that practices, measures and policies concerning volunteers’ health, safety and security are applied and respected by all stakeholders
• Supervise Canadian volunteers’ requests for monthly allowances, seek approvals and submit requests for payment
• Coordinate and centralize all information related to volunteers during their placements (arrival-departure dates; work log; performance management; travel; incident management etc.) and prepare reports accordingly
• Oversee local company registration requirements and ensure EQWIP HUBs maintains compliance with evolving local regulations (e.g. taxation, employment/labour, etc.)
• Ensure security guidelines and procedures are established, maintained, updated regularly and adhered to by staff, partners, volunteers and other stakeholders. Monitor the security situation along with senior management and communicate procedures to staff
• Perform other duties as delegated by the Country Manager

QUALIFICATIONS

• Applicant must be a citizen of Tanzania
• Bachelor’s degree in finance, accounting, business or related field
• 5 to 7 years of demonstrated experience with mid-level management responsibilities for risk management, procurement, human resources, and contracts
• Experience providing management and oversight of field office operations, especially across central and satellite offices
• Demonstrated ability to lead a team and manage, motivate and mentor staff at all levels to create a positive team environment
• Demonstrated ability to manage and prioritize multiple tasks with competing deadlines
• Strong diplomatic, interpersonal, communication and presentation skills required
• Advanced-level knowledge of Microsoft Excel, and basic functional knowledge of QuickBooks or other field accounting software packages preferred
• Strong verbal and written English skills required