Operations Manager 49 views20 applications

Background:

Established in 1915 with Helen Keller as a founding trustee, Helen Keller International works to save the sight and lives of the most vulnerable and disadvantaged. Headquartered in New York City, Helen Keller Intl currently offers programs in 21 countries in Africa and Asia, as well as in the United States. The organization combats the causes and consequences of blindness and malnutrition by establishing programs based on evidence and research. In Kenya Helen Keller collaborates with the Ministry of Health in implementing health and nutrition projects that focus on strengthening health system and provision of vitamin A and deworming treatment to children 6-5 years in various counties.

Position Title: Operations Manager

Country Office: Kenya

Location: Nairobi

Report to: Country Director, Kenya Country Office

Collaborate closely with: Country staff and Partners and all Helen Keller Intl staff, regional and HQ teams.

Overview of the Responsibilities:

Under the supervision of the Country Director, the Operations Manager is responsible for all Helen Keller Intl KE operations activities. The Operations Manager will play a critical role in ensuring the smooth and efficient functioning of Helen Keller Int’l ‘s operations. The position will be responsible for overseeing various administrative, procurement, logistics, security and financial activities, with the primary goal of supporting the Helen Keller Int’l ‘s programs in Kenya. As a member of the country management team, this role will involve close collaboration with different departments, including programs and finance managers, and external partners to achieve Helen Keller Int’l ‘s mission and objectives. He/she will ensure the enforcement and compliance of internal regulations, policies, and procedures. He/she will supervise the administration and operations team.

The Operations Manager must be exceptionally well organized/meticulous, with attention to details as s/he will be responsible for ensuring systems and processes are efficient and effective to enable the smooth running of the Kenya country office as well as ensure compliance with all legal and reporting requirements that the Country office will need to execute its programs. In close collaboration with the Country Director, ensure the safety and security of the Kenya teams, regional and global teams based in Kenya and employees and partners visiting the Kenya country Office on missions.

Detailed tasks.

1. Operational Planning and Strategy
   • Collaborate with senior management to develop and implement operational plans and strategies aligned with the organization’s mission and goals.
   • Analyze operational processes, identify areas for improvement, and implement best practices to enhance efficiency and effectiveness.
   • Develop and update the supporting operational, policy, control and/or risk management frameworks, involving the implementation of the latest approaches and methodologies, streamlined business processes, new/revised procurement policies and related tools, systems, technologies and related procedures.
2. Operations Budget Development and Implementation

Leading the operations team and in close collaboration with the Finance, and Programs teams:

• Spearhead the budgeting and forecasting process for the operations department for each grant/award.
  • Support audits during fieldwork and implementation of audit recommendations on operations.
  • Support operational donor reporting: asset management, compliance, and disposal.

1. Financial management and new business development
   • Monitor the spending of the operations budget and work with the finance team to address any discrepancies or budgetary challenges.
2. Manage information Technology and Technology Integration

In close collaboration with Global Operations and the Information Operating Systems teams and the Kenya Procurement teams:

• Ensure successful migration and implementation of the Kenya Country Office SharePoint to include migration of the procurement share point and the administration share point and continuous filling.
  • Develop an in-country implementation plan to include sensitization sessions with the Kenya teams and provide feedback to the global operations teams.
  • Ensure proper backups and protection of Helen Keller Intl data including compliance with the Kenya legal data protection laws.
  • Oversee the implementation of ICT systems and ensure country compliance to the Information Systems regulations such as Section 889

1. Compliance and Risk Management

In collaboration with the Country Director, Finance, Procurement, Grants & Contracts, and Global Operations teams ensure the Kenya country office complies with all legal and audit requirements including:

• As technical manager, advise on correct and consistent application of policies and procedures in the management of operations functions through the provision of technical leadership, guidance and support to the country office and sub-offices.
• Identify and mitigate potential operational risks, including security and safety concerns, to protect staff and assets.
• Ensure that all Kenya Country Office operations adhere to Helen Keller International Policies, Donor Regulations and the country laws.
• Provide appropriate application and interpretation of operations rules, regulations, policies and procedures. Ensures arriving and departing staff are briefed on administrative and operations procedures and requirements.