Operations Director -Democracy International Retour vers les opportunités

Job Summary

Democracy International is seeking to hire an Operations Director for the Civil Society Activity in Tunisia. This position is open to Tunisian nationals only. The Operations Director will be responsible for leading office administration, logistics, office maintenance, and procurements for the office, ensuring close coordination with the Finance, HR and procurement teams in order to facilitate an improved operational structure for the purpose of improving service delivery to the Civil Society Activity’s technical components. This is a high-level management position to support the Deputy Chief of Party in meeting the demands of senior leadership.

The Civil Society Activity aims to empower Tunisian citizens to act and advocate for specific issues and effect change at the local, regional, and national level in advancing Tunisia’s development and build the legitimacy and sustainability of the civil society sector.

Responsibilities

The Operations Director will be responsible for principal tasks under four areas: Operations and Administrative Management, Compliance, and Inventory and Logistics. The tasks to be completed under this SOW are as follows: 

1- Operations and Administrative Management: 

• Work with the Deputy Chief of Party to develop and implement key management systems that will support improved project operations, logistics planning, procurement delivery, vehicle management, and office management to streamline Operations workflow.
• Supervise the Operations Team Managers and other Operations staff as requested through development
• Oversee the work of the Civil Society Activity’s Operations Team, including oversight of project procurements, logistics, office maintenance (procurement and use of supplies, equipment and services), and project vehicle use, ensuring compliance with procurement and financial guidelines and policy 
• Ensure that all finance and administrative staff have access to and a working knowledge of USAID rules and regulations and Democracy International policies 
• Coordinate project procurements, in full compliance with all applicable USAID rules and regulations and Democracy International’ internal policies and procedures including but not limited to ensuring and documenting competition among vendors and ensuring payments are made in a timely manner 
• Support technical implementation through timely reviews and effective competitive management of all operational procurements, BPAs, RFQs, and leases 
• Support the Deputy Chief of Party in approving expenses as required 
• Ensure that key management systems are properly used
• Work with technical and operational staff to oversee project’s system for filing and archiving of all relevant administrative, technical, contractual, and personnel documentation 
• Maintain a good knowledge and understanding of all office rules and procedures as set forth in the field office policy manual and other guidance documents provided by DI
• Coordinate closely with the HR as needed, when onboarding new staff to ensure that equipment, inventory, and operations related policies are enforced and known by new staff 
• Work closely with the Finance Manager to ensure coordination with financial workflows and invoicing.
• Ensure appropriate filing systems are developed and maintained for procurement and all buckets of project office administration 
• Perform other tasks as directed by the Deputy Chief of Party.

2- Compliance 

• Ensure compliance with U.S. government regulations, Democracy International policies and laws of Tunisia. 
• Establish standards and procedures to ensure that the project systems are effective and efficient in preventing, detecting, and correcting noncompliance with applicable rules and regulations.
• Promote staff awareness of USAID regulations relevant to the contract. 
• Ensure compliance to organizational policies, procedures and internal controls (e.g., Management, Field Office Guide to Field Accounting and Compliance, Field Office Procurement Commodity Handbook,etc.), and introduce new policies and procedures to strengthen the operational workflow. 

3- Inventory and Logistics 

• Supervise the inventory process and the reconciliation between invoices and inventory.
• Supervise the disposition process and the closeout of the project. 
• Oversee travel arrangements and ensure they are in accordance with International and Domestic corporate travel requirements.
• Ensure management of project assets, including inventory, vehicles, and files.
• Ensure that all equipment is used in accordance with program and U.S. Government guidelines. 
• Supervise and organize logistic management.

Required Qualifications, Skills, & Experience

• Bachelor’s degree in business administration, public administration, or another relevant field.

• At least 10 years of experience in management positions in the public or private sector.
• At least 5 years of experience working on donor or government projects or contracts, preferably with responsibilities in procurement, subcontracts, and operations.
• Demonstrated success in managing programs of similar magnitude and complexity, working collaboratively with various teams and communicating effectively.
• Strong organizational and prioritization skills. 
• Demonstrated capacity to set priorities in a highly pressured environment. 
• Fluent spoken and written English, Arabic, and French are required.

Reporting

This position reports to Deputy Chief of Party Direct reports may include: Procurement Manager, Human Resources Manager, Finance Manager, Grant Manager, and other staff on the Operations Team as needed