Associate Director, Operations Management

Basic Function:

To provide day-to-day leadership, long-term planning, and oversight to Country Office operations and coordinating across all departments. Ensure all projects activities are implemented in an efficient manner that is compliant with USAID and FHI 360 rules and regulations. Manages and performs specialized support functions in the areas of IT, procurement, Contracts and Grants, fleet and property management, general office administration and other essential administrative requirements. Leads and advises staff in the development and implementation of all administrative policies, programs, and procedures. He/she will be responsible for effective utilization of resources including staff with diverse range of capabilities.

Duties and responsibilities:

Information Technology:

• Manage network operations to include troubleshooting connectivity problems; installing & maintaining routers; adding/terminating users; assigning rights and access. Resetting passwords; establishing e-mail addresses; assessing and reporting operational status; performing backups and restores; etc.
• Assist staff in understanding and using technology; conduct regular staff technology presentations and trainings.
• Ensure technology documents/certificates such as product registrations, SSL certificates, maintenance agreements, service contracts, etc. related to technology operations are evaluated, updated and processed.
• Design, develop and maintain databases, web-based applications including websites and intranets. Continuously improves the organization's sites and Intranet; add new functionality and improve user ability to maintain without technical support.
• Analyze technology requirements and develop functional specifications.
• Provide input to technology policies, standards and procedures manual; develop and maintain related technology checklists.
• Ensure compliance with all software licensing agreements. Manage and safeguard software media and associated licenses. Maintain centralized software use log. Ensures for the availability, continuity and security of data and electronic information pertaining to the organization.
• Put in a place an effective backup strategy and ensure all daily and monthly backups of all data on the servers are performed as required.
• Work with procurement to provide technical input into purchasing and budget usage.
• Periodic visits to field offices, partners or implementing agencies, to provide administrative and IT support, advise and build the capacity of FHI 360/Nigeria partners.

General Administration (Travels and Facilities Management)

• Ensure planning and coordination of office space, meeting and training rooms. Oversee the plan bookings by internal and external users of building facilities.
• Implement programs that will provide efficient usage of the organization’s fleet and facilities.
• Develop fleet administration standards and vehicle operating policies.
• Prepare and present periodic management reports on operating costs with regards to IT usage, travels, facilities maintenance and fleet management.
• Prepare and present management information reports concerning operational effectiveness and service levels of contractors providing maintenance, janitorial, catering and security services.
• Direct fleet-related risk management trainings, such as safety and accident prevention programs.
• Manage the rehabilitation and maintenance of the entire FHI 360 facility. Physical building structure, all mechanical, electrical, and related equipment in accordance with energy conservation and preventive maintenance programs.
• Develop a system that will allow periodic assessment of the physical structures of FHI 360 and prepare assessment report for Management.
• Assign and verify completion of all repairs, replacement, renovation projects of FHI facilities and equipment and ensure quality of work.
• Ensure the maintenance of inventory/stock of office equipment, Furniture and Fittings, and coordination of state offices inventory records, request replacements or new supplies.

Procurement, Contracts and Grants

• Provide overall management, guidance and coordination of contract and grant activities. Provide oversight management and control of grant staff as well as contract negotiation, reporting and monitoring of implementing agencies.
• Assess C&G and procurement priorities, needs and capabilities and develop an annual work plan.
• Ensure all documentation and audit trails relating to procurement and contracting matters in FHI 360, with suppliers, implementing partners and funders is complete and compliant.
• Lead ongoing monitoring, support and liaison with HQ to ensure the organization’s systems and staff can respond to new donors’ regulations.
• Take lead in pursuing strategies to improve award management in FHI 360 Nigeria through knowledge management and replicating best practices and tools.
• Contribute to the continuous efforts to improve the organization management information system from a C&G and procurement perspective, to ensure that it remains relevant and responsive to internal and external needs.
• Prepare specific staff training programs to increase staff knowledge and understanding of relevant C&G and procurement matters. Coordinate with HQ C&G for tools, manual and support, providing a field perspective on needs.
• Manage domestic and international procurement operations of the organization, including delivery and storage.
• Provide guidance and lead negotiations in collaboration with other stakeholders on master agreements and supply service agreements.
• Oversee the implementation of sourcing strategies to support corporate and field objectives, providing FHI 360 competitive advantage in the areas of materials, supplies, and services.
• Develop and ensure implementation of procedures and systems for FHI 360 contracts and procurements at CO, and field office levels.

Knowledge, Skills & Attributes:

• Ability to maintain confidentiality and use judgment on sensitive matters.
• Proven proactive skills in identifying cost savings, cost avoidance and efficiency opportunities.
• Demonstrated knowledge in pricing, contracts negotiations, policies and procedures
• Technical understanding of office equipment and building construction and maintenance
• Ability to identify and resolve problems in a timely manner.
• Ability to execute work rapidly and with a high level of accuracy.
• High degree of proficiency in written and spoken English communication, including presentation and training skills.
• Ability to manage tight deadlines and deliver high volumes of work with minimal supervision.
• Strong knowledge of Microsoft Windows applications and systems including but not limited to Windows XP, Windows Vista, Windows Server 2003 and Microsoft Exchange is required Ability to troubleshoot software problems, including e-mail/internet systems.
• Ability to assist and perform software installations and upgrades as required.
• Ability to travel on a regular basis (up to 40%).

Qualifications and Requirements:

• BS/BA in Business Administration, Communications, Computer Science, Engineering or related field and a minimum of 9-11 years relevant experience with at least 5 years of supervisory experience in operations, maintenance, IT or administration of facilities/fleet management or communications.
• or MS/MA in Business Administration, Communications, Computer Science, Engineering or related field and a minimum of 7-9 years relevant experience with at least 5 years of supervisory experience in operation, maintenance, IT or administration of facilities/fleet management or communications.
• Experience with LANS/WANS, Windows Server Environment, Microsoft SQL Server, Internet Information Services, backup systems, network/workstation peripherals, print servers, firewalls, spam and antivirus hardware/software, Classic ASP, VBScript, JavaScript, HTML, computer hardware (replacing hard drives, hardware drivers, etc.).
• Prior experience working for an international NGO strongly preferred.
• Experience and good working knowledge of USAID and other US Government organizations’ rules and regulations required.
• Other relevant professional/management certifications, familiarity with donor-funded procurement rules and regulations (particularly experience with USAID procurement regulations) would be an advantage.

Safeguarding:

FHI 360 is committed to provide a safe environment for all employees, beneficiaries and anyone contracted by FHI 360. This Includes taking measures to protecting vulnerable people from Sexual Exploitation and Abuse (SEA) by either FHI 360 employees or associated personnel. FHI 360 abides by child safeguarding principles. FHI 360’s Safeguarding Policies apply and flow out to all FHI 360 staff, board members, volunteers, and partner staff (subcontractors, consultants, vendors, and sub-recipients), regardless of the funding mechanism or amount of contract, agreement, or purchase order.

This job posting summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.

FHI 360 is an equal opportunity and affirmative action employer whereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, physical or mental disability, protected Veteran status, or any other characteristic protected under applicable law.

Our values and commitments to safeguarding: FHI 360 is committed to preventing any type of abuse, exploitation and harassment in our work environments and programs, including sexual abuse, exploitation and harassment. FHI 360 takes steps to safeguard the welfare of everyone who engages with our organization and programs and requires that all personnel, including staff members and volunteers, share this commitment and sign our code of conduct. All offers of employment will be subject to appropriate screening checks, including reference, criminal record and terrorism finance checks. FHI 360 also participates in the Inter-Agency Misconduct Disclosure Scheme (MDS), facilitated by the Steering Committee for Humanitarian Response. In line with the MDS, we will request information from job applicants’ previous employers about any substantiated findings of sexual abuse, exploitation and/or harassment during the applicant’s tenure with previous employers. By applying, job applicants confirm their understanding of these recruitment procedures and consent to these screening checks.

FHI 360 will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws.

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