Operations Director -Chemonics International Retour vers les opportunités

Title: Operations Director 

Length of Assignment: Long-Term 

Reports to: Deputy Chief of Party for Grants & Operations  

1. BACKGROUND 

The purpose of the USAID-funded Jobs, Opportunities & Business Success project (JOBS) is to create  jobs in Tunisia on a sustainable basis by

(1) providing targeted assistance to Tunisian businesses,  especially SMEs, to expand their sales and/or exports enabling them to expand and hire additional  workers;

(2) enhance work force development by reducing the education/training gap between what the  university and vocational training systems provide and the actual needs of Tunisian businesses;

(3)  promote a more effective business enabling environment by working with the public and private sectors  to promote policy and regulatory reforms; and,

(4) communicate to Tunisians, especially youth, a sense  of the importance of market-led economic growth and entrepreneurship, as well as vocational education  as an apt career choice. 

JOBS also aspires to have project stakeholders and Tunisians at large understand and be aware of  USAID’s contribution to these objectives through the JOBS project.  

2. POSITION DESCRIPTION 

The Operations Director will be responsible for leading office administration, logistics, office  maintenance, and procurements for the office, ensuring close coordination with the Technical  Support Team, Finance, and HR teams in order to facilitate an improved operational structure for  the purpose of improving service delivery to the JOBS technical components. This is a high-level  management position to support the Deputy Chief of Party for Grants and Operations in meeting the demands of senior leadership. JOBS is a large program-reaching upwards of 100 staff members  with 8 regional offices.  

DETAILED RESPONSIBILITIES  

The principal tasks to be completed under this SOW are as follows: 

1. Operations and Administrative Management 

• Work with the Deputy Chief of Party for Grants and Operations 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  work-flow. 
• Oversee the work of the JOBS 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 JOBS policies 
• Coordinate project procurements, in full compliance with all applicable USAID rules and  regulations and Chemonics’ internal policies and procedures including but not limited to:
• ensuring and documenting competition among vendors 
• 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 
• Lead coordination with the IT Manager, and ensure all staff IT needs are met, in addition to  appropriate IT file saving standards are adhered to.  
• Support the Deputy Chief of Party for Grants and Operations in approving expenses in the  D365 system as required 
• Ensure that key management systems are properly used and periodically reconciled 
• 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  
• 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 Director to ensure coordination with financial work-flows,  invoicing, and the D365 system 
• 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 for Grants & Operations  

1. Compliance 

• Ensure compliance with U.S. government regulations, Chemonics’ corporate policies, laws of  Tunisia, and any supplemental policies developed specifically for JOBS 
• 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. D365  management, Field Office Guide to Field Accounting and Compliance, Field Office  Procurement Commodity Handbook, Tunisia FO Policy Manual, Global QMS, etc.), and  introduce new policies and procedures to strengthen the operational work-flow 

1. Inventory and Logistics 

• Supervise the inventory process and the reconciliation between invoices and inventory 
• Supervise the disposition process and the close out of Regional offices 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. Manage a vehicle  fleet of 8 cars. 
• Ensure that all equipment is used in accordance with program and U.S. Government guidelines. • Oversee the organization of shipment services with freight forwarder as required, including  coordinating customs clearances for export and import of goods 
• Supervise and organize logistic management of regional offices 

1. Security 

• Supervise the security manager 
• Ensure the Security networking, information collection, and assessments 
• Lead the Office safety & security policies and procedures 
• Coordinate with the security manager for the site security oversight 
• Coordinate with the security manager Incident/emergency preparedness  
• Supervise the security manager to compile and disseminate timely and accurate security  updates, recommendations for changes in posture or activities, and other relevant information  to senior management teams and/or staff in-person or via e-mail, phone, or SMS 

QUALIFICATIONS: 

• Master’s degree in business administration, public administration, or other  relevant field

• At least 7 years of experience in management positions in the public or private  sector

• At least 5 years of experience working on donor projects, 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, French, and Arabic required.  

LEVEL OF EFFORT AND PERIOD OF PERFORMANCE 

Long-term, full-time.  

LOCATION OF THE ASSIGNMENT  

The assignment will be in Tunis. 

SUPERVISION AND REPORTING  

The Operations Director will report to the Deputy Chief of Party for Grants and Operations and oversee  a team of at least 6 people, in addition to 8 drivers.