SayPro Operations Management – Philippines

About the position:

The Operations Manager plays an essential role in Americares, leading the management of the Procurement, General Services, Information Technology and Security Activities of the Country Office and sub offices in the field. S/he ensures that the processes are conducted following standard operating procedures on procurement, IT, and security; and in alignment with the relevant institutional policies of the organization. The Operations Manager develops and/or revises workflows procedures, templates and tools allowing efficient and agile program support to the implementation of the operations team.

Duties and Responsibilities:

Management Mandates

• Prepares annual plan and budget for operations
• Submits periodic reports to the Country Director including status of transactions and accomplishments
• Recommend solutions and address challenges experienced by staff members on Operations and identify the patterns of challenges and set up a system that shall solve the root causes.
• Create a strategic approach and implement cost reduction measures for the office expenses like energy consumption and consumable items.
• Collaboration with global counterparts (e.g. IT, Operations, Security)

Procurement and Delivery Management

• Facilitate fair and transparent procurement according to Americares standard policies and procedures process (from tender, bidding, vetting, selection and award)
• Maintains an appropriate level of office supplies for the use of the office and program staff.
• Facilitate shipment of supplies and equipment to field units.
• Leads the logistics requirements of Country Office staff and management for special events.
• Monitor contract values, negotiate with contractors/suppliers

General Service and Maintenance

• Develop and maintain an inventory of all assets, supplies and equipment of the organization including but not limited to the issued assets to all incoming, current and outgoing staff.
• Facilitate and monitor repairs and/or replacements of office equipment and furniture as deemed necessary.
• Manage and facilitate the correct registration of vehicles and provisions of insurances.
• Manage and ensure timeliness of renewal of lease agreements for office spaces or transfer of new locations or opening new satellite offices.
• Facilitate the application and timeliness renewal of business permits annually
• Manage prompt payments for utilities including but not limited to water, electricity, telephone and internet services.
• Maintains mailing/courier service
• Supervise the cleaners to ensure the cleanliness of the offices and monitor the cleaning materials and pantry supplies.
• Create systematic and efficient fleet management in the Country Office and sub offices if needed and necessary.

Information and Technology

• Overseeing IT and communications installation and maintenance, products and services in the Country office and sub offices.
• Maintain system integrity and performance by ensuring stable network/internet and communication
• Establish and implement systems and policies, and procedures for efficient information control and protection from cyber threats
• Recommend applicable training, applications, software to improve staff productivity and efficiency.

Security

• Promote a safety and security culture in the Country Office and sub-offices
• Keep informed of local context, share and analyze alerts and security information received with Americares staff and Country Director
• Facilitate information/awareness sessions for colleagues pertaining to security threats.

Others

• Performs other tasks that will be assigned from time to time.