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manager, regional operations

4 months ago

Nairobi, Nairobi Area, Kenya Bioversity International Full time

THE ORGANIZATION

The Alliance of Bioversity International delivers research-based solutions that harness agricultural biodiversity and sustainably transform food systems to improve people's lives. Alliance solutions address the global crises of malnutrition, climate change, biodiversity loss, and environmental degradation.

The Alliance works with local, national and multinational partners across Latin America and the Caribbean, Asia and Africa, and with the public and private sectors. The Alliance is part of CGIAR, a global research partnership for a food-secure future, dedicated to reducing poverty, enhancing food and nutrition security, and improving natural resources and ecosystem services.

About the position

The Manager, Regional Operations, is responsible for leading and managing a comprehensive array of Operations services for The Alliance in Africa. The position works in partnership with Procurement/Logistics & Security Operations, Legal Counsel, and Information Technology teams (both in the Region and Headquarters) to ensure the development and implementation of administrative/operations strategies in the Africa region and will report to the Senior Manager for Business Operations and Finance in the Region

The position will lead an internal team to support Operations (Procurement/Logistics, Security, Protocol, Administration) in the Region and will play an oversight role to operations associates located in the different country offices in Africa.


Key duties & responsibilities


Oversight role:

  • Lead cost/benefit analysis activities in the Region, formulate and implement necessary measures including cost saving and operational efficiency improvement opportunities.
  • Assist the Regional Business Operation and Finance to oversee Alliance operations to ensure compliance with respective host country agreements and monitor the proper use of privileges and immunities extended to The Alliance. This includes contributing to prepare annual reports on project activities and achievements for submission to the host governments to enable The Alliance maintains good standing with host African Governments.
  • Contribute to the development, ensure the adaptation and implementation of The Alliance's general policies and regulations in the Region.
  • Actively participate in the planning and review of regional operations as a member of the regional operations team.
  • Facilitate management of risk in areas that The Alliance operates in Africa by working with other stakeholders to identify and mitigate threat to avoid or lessen losses to the organization.
  • Focal point for Safety and Security in Africa for all The Alliance staff and equipment, that staff operate in a safe working environment and the duty of care responsibility of the organization is always enhanced.

Procurement of goods and services:

Under The Alliance's general policies on acquisition of goods and services, and in close collaboration with Logistics Unit, the incumbent will:

  • Manage the entire procurement process for local and international purchases and recruitment and supervision of consultants for efficiency and cost effectivenessu2010u2010includes procurement planning, shortu2010listing of vendors, solicitation and evaluation of bids, contract award, contract management, and management of relationships with suppliers and consultants.
  • Provide guidance, advice, and support to staff in the Africa region on policy and operational issues related to procurement and contracts.
  • Develop a procurement plan in collaboration with the different project leaders, administrative assistants, and unit heads.
  • Implement internal controls and procedures designed to ensure strict compliance with the Alliance procurement guidelines.
  • Ensure that each Alliance office in Africa has an upu2010tou2010date vendor listing for the supply of goods and services and constantly research to broaden and ensure a vendor base which is not only reliable but of high quality and competitively priced.
  • Analyze and evaluate information regarding vendor's performance with regards to quality, prices, delivery, and procurement performance in respect of The Alliance requirements.
  • Organize and prioritize purchases according to the nature of the request (Urgent, small items, international purchases, services etc.), assign appropriately for action and review
  • Coordinate and manage the operations of the Procurement Committees in the region, and lead the Negotiation process for all major purchases
  • Initiate and handle all insurance claims against the carrier or otherwise for purchases damaged or lost, and the processing of all related documents until final settlement.
  • Support the audit process by providing information to auditors related to procurement and logistics matters.

Fixed Assets Management:

  • Manage Fixed Assets ensuring purchases are as per procurement policy and the fixed assets database is properly updated and reconciled both in the Africa Region and at HQ.
  • Manage the tagging and assignment of Fixed assets, including reu2010assignments due to staff/asset movement.
  • Manage disposal of fixed assets, including donations, sales, etc., ensuring that disposal certificates and appropriate support documents are generated.
  • Ensure adherence to Fixed Assets guidelines in the region.

Logistics Management.

Under The Alliance's general policies and regulations, and in close collaboration with the relevant Units, the incumbent will:

  • Manage all aspects of vehicle acquisition and management, including purchase, registration, insurance, security, maintenance, usage monitoring and disposal
  • Manage logistics operations, ensuring efficient and timely delivery of materials to the field and regional offices using the most logical and efficient means.
  • Liaise with Clearing and Forwarding Agent to ensure that imported goods are cleared in a timely manner, coordinating with, and providing direct support to Administrators in the Alliance Africa Region with overseas purchases, transportation, and clearance of goods.
  • Coordinate all aspects of inu2010coming and outu2010going personal effects of international staff, including shipment, clearance and guidance.

Operations and Program Support:

  • Coordination of Identification and setting up of The Alliance operation offices in Africa by Scouting for potential facilities, and lead negotiations and contracting process.
  • Coordination of operation function in Africa to provide efficient support to The Alliance and Partner programs to meet organization goals effectively.
  • General office administrative matters – including office arrangement seating plan, cleanliness, repairs and maintenance, orderly arrangement of facilities, security installations and provision of offices operational supplies.
  • Liaise with the Global security manager for identification and management of Risk in the region.

Protocol:

  • Oversee and actively support the protocol function, including preparing applications for work permits and diplomat Identity Cards for expatriate staff and their dependents, and follow up with the Ministry of Foreign Affairs for approval.
  • Administer diplomatic privileges for both The Alliance and eligible staff, including dutyu2010free purchases, VAT exemption certificates, acquisition, and registration of vehicles.
  • Process visas for The Alliance staff and visitors and make protocol arrangements for visits by highu2010 profile Alliance staff / visitors on a need basis.
  • Preparation of annual returns to the Ministry of Foreign Affairs and manage regular communication with Government ministries related to hosting relationships.
  • Negotiation of Diplomatic accreditation with Host Government with support of legal office and Managing Director
  • Negotiation and facilitation of MOUs with Government organizations, hosted agencies and other institutions/stakeholders that The Alliance may need to engage and collaborate with from time to time.
  • Management of hosted institutions to ensure adherences of terms of agreement as well as managing incomes generated from hosting in collaboration with Regional Business Operation and Finance and Country Representatives.

Security support:

  • Focal point for institutional security for Africa region through implementation of policies and procedure that provides assurances of secure and conducive environment for The Alliance and its affiliates to operate.
  • Constantly monitoring insecurity and recommending preventive and mitigation measures on impending security challenges that may be faced from time to time.
Requirements
  • Master's degree in a relevant subject with proven procurement and logistics skills and a post graduate qualification
  • At least ten (10) years of relevant work experience in a busy procurement and logistics department, preferably an international organization
  • Have a good grasp of donor requirements on Procurement principles and processes.
  • Good understanding of various host government protocol requirements
  • Excellent written and oral communication skills. Knowledge of French will be an advantage.
  • Ability with figures and experience with budgets and expenditure reports
  • High level of computer skills, including excellent knowledge of Microsoft Office applications and ERP systems
  • Strong leadership, decisionu2010making, and analytical skills.
  • Effective people management skills, including the ability to establish good professional relationships.
  • High level of integrity.

Terms of employment

This position is a nationally recruited position based in Nairobi, Kenya. The initial contract will be for two years subject to a probation period of three months and is renewable depending on performance and availability of resources.

This position is graded at BG10 level, with a basic salary of 500, 022 KES in a scale of BG01 to BG14 (BG14 being the highest level according to the Alliance job classification framework policy). We offer a competitive salary and excellent benefits including but not limited to insurance, retirement plan, staff training and development, paid time off and flexible working arrangements.

The Alliance Bioversity-CIAT is committed to fair, safe, and inclusive workplaces. We believe that diversity powers our innovation, contributes to our excellence, and is critical for our mission. Recruiting and mentoring staff to create an inclusive organization that reflects our global character is a priority. We encourage applicants from all cultures, races, colors, religions, sexes, national or regional origins, ages, disability statuses, sexual orientations, marital status, and gender identities. Female candidates are strongly encouraged to apply.

Applications

Applicants are invited to visit to get full details of the position and to submit their applications. Applications MUST include reference REF: 103405 OPERATIONS MANAGERas the position applied for. Cover letter and CV should be saved as one document using the candidate's last name, first name for ease of sorting. The Alliance collects and process personal data in accordance with applicable data protection laws.

Applications closing date: 14th December 2023

Please note that email applications will not be considered.

Only short-listed candidates will be contacted.


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