Background:
Guided by the remarkable legacy of its co-founder, Helen Keller, Helen Keller Intl partners with communities that are striving to overcome longstanding cycles of poverty. By delivering the essential building blocks of good health, sound nutrition, and clear vision, we help millions of people create lasting change in their own lives. Working in 20 countries – across Africa, Asia, Europe, and the United States – and together with a global community of supporters, we ensure every person has the opportunity – as Helen did – to reach their true potential.
We are seeking a Senior Operations Manager in Nepal to lead our business operations and foster collaboration between operational and program teams, ensuring successful project delivery.
Scope of the Position
The Senior Operations Manager will provide strategic leadership in developing and implementing operational systems and processes that support organizational growth and effectiveness. They will serve as a key member of the Country Management Team, contributing to strategic planning and decision-making at the country level. The position is responsible for the overall business operational management of the Country Office, which includes overseeing administration, asset management, facilities, logistics, procurement, travel, safety & security, vehicle management in compliance with Helen Keller International policies and procedures, donor regulations and national requirements. The Senior Operations Manager will work closely with program management teams to facilitate operational aspects of program planning, and upcoming needs for operations resources, especially in the area of logistics.
Functional Relationship:
The Senior Operations Manager reports directly to the Country Director for day-to-day business operations management with a dotted line to the Director, Global Operations for technical support. The position directly supervises the Senior Logistics and Procurement Coordinator and the Administrative Coordinator and may be asked to supervise the IT lead. S/he works closely with colleagues at all levels of Helen Keller's overall management structure, particularly experts in procurement, human resources, logistics and administration. The Senior Operations Manager may be required to participate in global working groups and/or communities of practice.
Key Responsibilities
Strategic Operations Leadership:
- Support the Country Director to lead the development and implementation of operational strategy aligned with country office and global organizational objectives
- Provide strategic guidance to the Country Management Team on operational matters
- Drive continuous improvement initiatives across all operational functions
- Build and maintain strategic relationships with key external stakeholders
- Lead change management initiatives related to operational systems and processes for the country office
General Administration:
- Manage legal counsel
- Manage country insurance requirements, in compliance with Helen Keller International standards and country requirements
- Manage country registration, ensuring it remains up-to-date. Liaise with Government agencies to ensure general and project agreements are renewed and that the country office complies with government requirements.Oversee Helen Keller office space leases and renewals in compliance with Helen Keller’s procurement policy
- Monitor and maintain central Country Office Operations Records in NetSuite related to registrations, relationships with legal counsel, office leases, etc.
- Oversee travel arrangements for visiting Helen Keller staff including local transportation, visas, hotel reservations, and provision of a cell phone or local SIM card. Ensure all procedures are followed to welcome and orient international visitors, including safety briefings and provision of an up-to-date Visitors Guide
- Oversee document management and retention per Helen Keller’s country office policies
- Oversee maintenance of the Country Office SharePoint site as an internal platform for sharing key country information, announcements and resources
Asset Management & Procurement:
- Oversee the management, tracking, and annual inventory of assets in Helen Keller’s Asset Management System
- Oversee the procurement unit to establish, lead, and implement timely, complete, efficient and compliant local and global procurement processes and logistics to support activity implementation for all projects
- Build the capacity of all staff in adherence to procurement standards and guidelines, conducting regular reviews and trainings as necessary
- Support the finance and procurement teams to identify and develop solutions for any procurement challenges
- Oversee the procurement staff to ensure the identification and implementation of procurement strategy to include procurement planning and leveraging of blanket agreements with high-frequency vendors
- Oversee import customs clearance and warehousing solutions when required
Office Management:
- Oversee and ensure a welcoming, clean, and safe office environment for guests and employees. Supervise team of staff to ensure:
- Day-to-day facility management and maintenance
- Management of Conference Rooms – all reservation methods, associated upkeep, and coordination of country office meetings
- Processing incoming/outgoing mail/shipments (international & domestic)
- Responsible for operational aspects of onboarding and exit of staff.
- Develop, implement and manage appropriate processes for management of office supplies and equipment.
- Oversee management of service contracts with suppliers for required administrative services – repair/maintenance and amenities to avoid disruption of services and supplies; ensuring adherence with Helen Keller Intl's procurement policies.
- Develop and maintain office procedures, forms, and applications, with emphasis on digital solutions and efficiencies
- Communicate directly with landlord on matters related to office space management
Safety & Security:
- Partner with the Country Director to manage the safety and security of staff and respond promptly to safety and security issues
- Serve as the Security Focal Point, lead annual security and risk assessments and certifications, update safety and security plans and policies, and lead staff security briefings and trainings
- Ensure security features are well maintained and routinely checked, including fire extinguishers, first aid kits, generators, electrical sources, and physical security measures (i.e. guard service, barrier walls, security bars)
- Responsible for managing outsourcing contracts related to guards and support staff, ensuring timely contract renewals, adequate staffing levels and proper induction to relevant Helen Keller’s policy
- Provide safety and security orientation as appropriate for all staff and collaborate with Global Operations on scheduling regular safety and first aid trainings for staff
- Maintain country office communications protocols, such as telephone trees, and ensure emergency protocols are communicated to all staff
- Maintain the office visitor and vendor log
- Manage and track all country office travel as approved by the Country Director/Supervisors. Organize logistics support including transportation and hotel reservations as needed
Vehicle Management:
- Manage the purchase, registration, insurance, and tax payments associated with all Helen Keller Intl vehicles and generators.
- Ensure that records are kept for each vehicle that include all maintenance and repair information, registration and insurance documents
Oversee movement planning and tracking of vehicles, including fuel, maintenance logs, GPS tracking system.
- Ensure regular maintenance of Helen Keller International’s fleet and good condition of hired vehicles
- Facilitate continuous assessment of the transport market and ensure competitive contracts are awarded for vehicle rentals and close administration of the same
Information Systems:
- Oversee the management of the office’s information systems, including hardware, infrastructure, desktop support, server and PC configuration and management, networking and connectivity, cyber security defense, and other information systems functions
- Ensure the management of information systems is in compliance with all applicable policies and standards
- Oversee the provision of support and training for staff related to basic application use, document management, cyber security awareness, and other key information systems areas
Qualifications, Competencies and Knowledge:
- Master’s degree in business administration, financial management, logistics, or a relevant field
- Minimum of 10 years of directly relevant experience or equivalent combination or education and experience. Experience working with an NGO is an advantage
- Demonstrated success and familiarity experience in Nepal is particularly relevant
- Demonstrated ability to work both independently and within a team, assess priorities, and manage a variety of activities with attention to detail
- Demonstrated ability to successfully coordinate activities with senior project management staff and proven ability to work successfully on a team in a fast-paced environment
- Able to maintain high level of confidentiality
- Demonstrated ability to gain the trust and confidence of colleagues and to handle confidential matters discreetly and have experience in conflict resolution
- Ability to competently assess priorities; manage a variety of complex activities simultaneously in a time-sensitive environment and meet competing deadlines. Experience working with USG funded programs an advantage
- Must have demonstrated understanding of Nepal Company Act, NGO Act and other relevant laws
- Excellent interpersonal skills and demonstrated ability to interact professionally with culturally and linguistically diverse staff, clients, and consultants
- Strong organizational skills and attention to detail
- Ability to communicate effectively in both oral and written English
- Experience leading teams
- Track record of leading operations system changes
- Experience managing operational budget
- Demonstrated computer proficiencies, including Microsoft Office Suite, especially Word, Excel, PowerPoint, SharePoint, Forms, Teams. Knowledge of PowerBi, Smartsheet, online procurement systems and other project planning and task management software a plus.
In the spirit of our founder and namesake, Helen Keller
is dedicated to building an inclusive workforce where diversity is fully valued.
All qualified applicants will receive consideration for employment
without regard to race, color, religion, gender, caste, age, disability, or any other status that has no bearing on the ability of an individual to perform the functions of the job.Thedeadline for the submission is until
December 1, 2024.
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