Operations Manager at SNV Rwanda: (Deadline 13 October 2022)

Company Description

SNV the Netherlands Development Organization is an international not-for-profit development organisation working in over 26 developing countries for more than 50 years. In Rwanda SNV has been working for more than 30 years to improve people’s livelihoods by strengthening the capacities of public and private sector organisations. SNV works in full alignment with Rwanda’s development agenda. It does so by helping to realise the national development goals in three sectors: Agriculture; Renewable Energy; and Water, Sanitation and Hygiene. SNV supports development in these sectors by working with government, civil society, and private sector organisations. It does so by providing three types of interrelated services: capacity development, knowledge development, and supporting evidence based policy dialogue by national stakeholders.

Context and Purpose of the Job

Works closely with the Country Director to ensure timely and compliant implementation of HR, Procurement and Contracts, IT, security and safety, Administration and Logistics Operations. Until the organisation grows the manager will be directly responsible for implementation of some of the activities while also managing staff, processes and procedures for others. As member of the CMT, responsible for timely reporting on Department activities.

Job Description

Key Activities

Procurement and Contracts

• Procurement is conducted in line with SNV and donor Procurement Policies.
• All SNV sub-contracts and grants are issued in compliance with donor requirements and that contractors / grantees provide agreed upon deliverables in accordance with contractual terms;
• In coordination with project staff, ensure timely completion of procurement in support of programme implementation in line with SNV and donor policy;
• All consultancy contracts; purchase orders, MoUs, sub agreements and sub contracts; are drafted in line with policies and that OOs are maintaining accurate and complete procurement files, both hard copy and soft-copy files;

Results / KPI’s

Ensure coherent, effective and cost-efficient procurement processes

Compliance with Donor Requirements

• Ensure that SNV is following donor rules and regulations for procurement
• In coordination with project staff, ensure timely completion of procurement in support of programme implementation in line with SNV and donor policy;
• Elevate any areas of non-compliance or failure of sub-contractors or vendors to perform in accordance with contracts so that issues are dealt with timely.

Results / KPI’s

Donor guidelines are followed

HR Strategy for Country

• Review and stay abreast of Country Employment Law advising on any new legislation that will impact SNV
• Review and maintain SNV country personnel policies, HR procedures, compensation, insurance and benefits packages annually and provide recommendations for amendment as necessary
• Ensure that all SNV HR processes are “Audit Ready”.  Keep HR files in order and secure.

·  Results / KPI’s

Clear, consistent and actual HR policy for the country

Management and HR Advice

• Provide, asked and unasked advice to management (including Project Managers) on the HR policies, legal issues and organizational change.
• Advise and support Management Team on personnel matters within their team in order to support in business decisions and act as an effective business partner within the country

Results / KPI’s

Enhance decision making on HR issues within the organization

Human Resources Development

• Implement and support line managers in conducting performance appraisal processes,
• Analyze and identify development needs, implement HRD framework, and provide advice in career development,
• Arrange relevant (induction) training and development opportunities within (project) training budgets, based on HRD policies, consultation with and approval of CD and line managers and balancing business development requirements and individual employee needs
• Ensure induction, orientation, semi-annual and annual performance review and exit procedures are conducted for all staff as required

 Results / KPI’s

Contribution to well-developed staff equipped to take SNV to the next level

Workforce Management

• In partnership with programme and technical staff, identify recruitment requirements for staff and consultants, draft and place advertisements and supervise recruitment and contracting process. Support headhunting as necessary;
• Implement and keep updated CV database of (potential) staff, consultants, pre-screen candidates and arrange interviews,
• In coordination with project staff, issue and manage staff and consultant contracts, renewals, extensions and maintain central filing system for all personnel records;
• Support with selection and negotiation of contract with the right candidates, conforming to the project staff planning, compensation and benefits policy, corporate recruitment policy and requests from the CD, Country Sector Leader and/or Project Manager

 Results / KPI’s

Contribution to staffing levels and caliber of employees and consultants, consultants that are in line with business needs and HR plans and policies

Administration/Operations Delivery

• Organises integrated process delivery, optimising the use of guidelines and procedures within projects and/or a field office.
• Manage Administration team to ensure
• Stock management of office stationery, supplies, office equipment and furniture;
• Manage and update Fixed Assets List in accordance with SNV’s and donor’s rules and regulations.
• Regular office and equipment maintenance and repair to ensure safe working environment.
• Coordination of Logistics and Travel and IT requirements
• Maintenance of clean and professional office environment
• IT services provision that meets staff needs and requirements
• Maintenance and renewal of annual service contracts; rental agreements; insurance.
• Provide mentorship and guidance to the admin team
• Review admin performance and identify bottlenecks in systems and operations, report to management and advise on resolution;
• Review and update health and safety in all offices and ensure requirements are observed;
• Develop, implement and manage new administrative systems, such as record management, filing systems, intranet communication across all field offices

 Results / KPI’s

Up to date service contracts and record management

Security & Safety Management (where applicable)

• Acting as the Country Security Focal Point (SFP), operationalize the Security Management Plan and guide the Risk Management Team to ensure the implementation, accuracy, and relevance of security planning.
• Monitors the safety and security environment, analyze context, report incidents, provide briefings, and support the security management of the country.

Results / KPI’s

Highest country standards of security and safety. Ensure risk management process to ensure all team members can work in an appropriate, effective and safe manner.

Legal Advisory and Compliance

• Ensure timely compliance of CO registration with RGB as well as key ministries for MoU approvals. Work with project staff on submission of annual plans at district level.
• Maintain close relations with legal counsel; Immigration; and Labour departments to ensure SNV is operating in accordance with Law, national requirements and in line with other organizations;
• Provision of specialist support to Expat staff to ensure they have access to permits; visas etc as required for SNV operations.
• Provision of direct support to negotiate any issues that occur;

Results / KPI’s

Ensuring HR processes and legal status are compliant to the Rwandan laws

Qualifications

Know How

• Organization skills and time management – professional approach to personal time planning and respect for deadlines;
• Excellent written and oral communication skills in English;
• Excellent interpersonal skills including patience, diplomacy, willingness to listen and respect for colleagues and outside contacts
• Computer literate with high degree of proficiency and productivity;
• Able to work comfortably and effectively with or without supervision, either at own initiative or under direction;
• Strong organizational skills, including ability to prioritize and meet deadlines
• Ability to manage a team

Complexity

• Gives input to the development of the country strategy, translates the Country procurement policy, the ICT policy and HR strategy and principles to. Identifies bottlenecks.
• As member of CMT contributes to the development of the strategy of the country, understands impact of changes.
• Manages and ensures implementation of procedures, guidelines and work instructions for Procurement, HR and Admin within the country.

Supervision

Work is usually not closely supervised and requires incumbents to exercise independence and discretion. Work independently, within standards supported by the Global Unit.

Impact

• Acts on a large and/or complex country level.
• Is a thought partner for CD for Operations matters.
• Contributes to the development of the strategy of the country.
• Supports and supervises other Operations staff.
• As a member of CMT and advisor to the CD, has a contributory impact on the country performance.

Basic Requirements

• BA or Master’s Degree in a related field
• At least 5 years in a senior operational management position (HR/ Admin/ Procurement) with an International Non-Governmental Organization or similar type of organization.
• Fluency in English and Kinyarwanda.

Competencies

Communicative Flexibility

The capability of communicating a message in different ways to others, in accordance with their perceptions of the environment and reactions.

Analytical Capabilities

Be able to unravel complex and abstract questions, separate central and side issues, and quickly incorporate new knowledge.

Client-orientation

Be bent on providing a service that as optimally as possible meets the needs of the client. Grant the client time and attention with an eye on the maintenance of a good relationship, which is based on mutual trust.

Commercial Drive

Show a strong intuition for commercial chances and make active use of sales opportunities; set up initiatives that have direct financial benefit for the organisation, driven by a desire to achieve good results.

Integrity

Generating confidence and displaying integrity in contact with others. Treating others fairly and in a consistent way by keeping high ethical standards and by doing so contributing to the trustable corporate image of the company

Direction

In a management role, ensure that fellow workers attain agreed objectives. Be direct and vigorous in the interaction. Have authority over others.

Initiative

Be action- and results-driven. When possible, grab the chance to take the initiative oneself and to act directly.

Additional Information

Interested candidates MUST submit their applications, by 13/10/2022, at 17:00 Hours, Kigali Time.

Only shortlisted candidates will be contacted. 

How to apply

All qualified candidates should submit their applications by using the” Apply for this job” button below by the  13th of October 2022.

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