POSITION TITLE: Operations Advisor
DEPARTMENT OR COUNTRY PROGRAM: HQ International Programs
RESPONSIBLE TO: Director of Program Management
STATUS: Full-Time
SUPERVISORY CAPACITY: None
START DATE: March 15, 2016
***APPLICANTS MUST ALREADY BE ELIGIBLE TO WORK IN THE UNITED STATES***
DEPARTMENT/COUNTRY PROGRAM DESCRIPTION/MISSION:
The International Programs team focuses on meeting and exceeding ARC’s vision and mission through innovation, collaboration and disciplined attention to program outcomes. The team rigorously implements ARC’s shared vision of ensuring that every person who participates in an ARC-supported program has a better chance of taking control of his or her life and achieving self-sufficiency. We accomplish this by working in partnership with refugees and internally displaced people to design and deliver high quality, long lasting programs.
PRIMARY PURPOSE OF THE POSITION:
The Operations Advisor position is a newly created position that sits within the International Programs (IP) Department at ARC headquarters in Minneapolis, MN. The IP Department works with ARC country field offices and other headquarter office departments to provide technical, administrative, fundraising and general support and oversight for ARC’s programming worldwide. Working under the supervision of the Director of Program Management, the Operations Advisor serves as the key operations person for all countries at the HQ level. The role of this position is to provide direct support of field staff to enable effective operations management, including procurement, supply chain, and logistics and support to improved overall country operations.
PRIMARY DUTIES/RESPONSIBILITIES:
Procurement and Supply Chain
- Review and revise current procurement policies to ensure they are feasible, stringent, and compliant.
- Ensure ARC procurement and logistics systems comply with internal ARC regulations, donor requirements and the legal provisions of the country.
- Create systems to implement the ARC supply chain management policy as well as donor regulation on procurement of items and services.
- Develop and train technical and operations staff on appropriate pharmaceutical supply chain methodologies.
- Work with the Program Manager and Grants Officers to ensure operations and support costs are properly budgeted for in grants.
- Work with country operations teams to coordinate annual procurement plan development process and quarterly revision of the same.
- Provide guidance and train the Logistics and Procurement teams on all aspects of procurement, logistics, and supply chain.
- Establish a system for the maintenance of thorough procurement files as outlined in the ARC procurement policy.
- Along with the country operations team assist in the HQ side of the preparation of leases and contracts for the rented premises and equipment.
- Work with country programs to establish, maintain and periodically update a network and Database of preferred suppliers, vendors and contractors to facilitate timely procurement of items and services.
- Ensure country programs compile bi-annual price list and share to all ARC staff.
- Ensure country programs properly prepare the Bill of Quantities, specification of items, quality standards and provide recommendations on goods available in the market and current prices.
- Ensure all countries have and use (and update) prepared supplier lists.
- Ensure all countries are following the appropriate tendering process.
- Review country monthly status reports on procurement, assets, contractor database and payments.
Logistics
- Work with country teams to establish a system of delivering goods procured to appropriate destination safely and in time.
- Ensure tracking of goods and services deliveries based on agreed milestones.
- Work with operations teams to ensure maintenance of updated assets inventory list for the Office and expat living quarters. Ensure safe use and safe storage of the inventory items.
- Develop appropriate stock management systems.
Other
- Liaise with other departments to support effective information sharing and coordination.
- All other duties assigned.
EDUCATION, TECHNICAL SKILLS & KNOWLEDGE REQUIRED:
- Undergraduate degree required. Master’s Degree or other Relevant Advanced degree preferred
- Minimum of five years relevant working experience, including international experience working with/supporting international relief/development operations; including three years of field experience
- Background in operations management, design, and development
- Preferred work experience in operations management or coordination
- Experience working with USG and UN donor regulations and requirements
- French/Arabic language a plus
- Proficiency in standard computer software (word-processing, Excel, databases, Power-Point and internet)
KEY BEHAVIORS & ABILITIES:
- Must be available for some evening and weekend hours
- Ability to travel overseas with little notice
- Commitment to ARC’s mandate and objectives
- Experience working with diverse communities
- Highly developed organizational, liaison and communication skills
- Ability to work under own initiative and as part of a small team
- Ability to multi-task and work under pressure
- Ability to be administratively self-sufficient
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