Regional Operation Manager Opportunity

POSITION SUMMARY:

The Regional Operation Manager leads and oversees all the Regional Operation functions (Finance, Procurement, Human Resource & Admin, Subgrant, IT, Construction, Planning, Monitoring, Evaluation & Reporting (PMER), Logistics & Property management). The job holder provides guidance and support to Program Team and manages the whole office work of the regional ACC and ensures effective linkage and integration with those of the ATI headquarter Operation Teams. The Job holder will be primarily responsible for working closely with the Regional ACC Director to develop and implement a portfolio of integrated operational excellence aimed at achieving the ATI’s overall organizational objectives. The Regional Operation Manager will be serving as a member of the regional management team and reports to Regional ACC Director with functional/secondary reporting line to Senior Operation Director at HQ.

KEY DUTIES AND RESPONSIBILITIES

Outcome 1: Ensure Effective Financial & Subgrant Management 25%

• Coordinate and oversees the Regional annual budget planning preparation, review, and realignment process, and ensure Regional annual budget planning is carried out as per the ATI standard template
• Ensure financial process are in alignment with financial guidelines of ATI and other legal national and Donor framework agreement
• Host, oversees and facilitate Internal and external audit engagements
• Monitor adherence to internal and external controls of the Regional Operations team and prepare and submit periodic reports to the Regional Director and HO Operations Senior Director
• Monitor and ensure cash flow management and cash transfer on demand and SoF segregated basis
• Ensure the smooth functionality of IFMIS, Internet Banking and ERP; follow up and timely report on any discrepancies or irregularities
• Review and approve payment requests as per the regional authorization scheme on ERP/IFMIS/IB systems
• Follow up and ensure periodical BVA is extracted, analyzed, compiled, and submitted to budget holders and Regional Management for review and further guidance
• Oversee and address complains on workshops/events and payment delay of suppliers
• Follow up and ensure timely settlement of all advances (procurement, travel, workshop, non-ATI staff) and communicate for the delay
• Follow up and ensure Govt Taxes (such as VAT, WHT etc) are paid and reported periodically to HQ
• Supervise the implementations of corrective actions on audit findings and ensure adherence to financial operational standards
• In coordination with HQ, Finance ensure timely transfer of Gov’t budget and proper utilization, repurposing, and reporting.
• Identify and develop risk management plan for regional office; prepare and implement mitigation plan
• Coordinate the preparation and submission of monthly, quarterly, biannual, and annual financial reports to Regional Management and HQ Finance Team Lead and coordinate mid-year budget revision process as per the ATI standard template
• Follow up and ensure teams are utilizing quarterly and annual budget efficiently and reminder sent for any significant variation
• Ensure the grant supports provided as per the ATI’s grant management guidelines and procedures
• Monitor subgrantees are provided sufficient capacity building support and ensure subgrantees submitted regular standard performance report
• Ensure subgrant database is tracked and reports are extracted and submitted to HQ Subgrant Team
• Follow up and ensure year-end financial accounts are closed and reported to HQ
• Proven record in smoothly working with multiple community leaders, IDPs/Refugees, stakeholders, humanitarian organizations and Donor Partners.
• Experience in emergence support and rehabilitation, reinstating affected agro- pastoralists would be a strong asset.

Outcome 2: Ensure Effective Procurement & Constructions Management 25%

• Ensure procurement are in accordance with the policies and procedures of ATI, National legal and Donor requirements
• Lead the preparation of regional level consolidated procurement plan and submit to Regional Management review and feedback
• Follow up and ensure the consolidated regional procurement plan is approved and uploaded; review and address for any irregularities and communicate to budget holders/teams
• Coordinate and provide guidance on initiating purchase requisition process to Regional Teams
• Review and approve PR’s by checking completeness of supporting documents (specifications, ToR, drawings. BoQ, etc)Assigning approved PRs to procurement experts based on work volume, level of competency and urgency
• Review and provide comments on draft bidding documents and ensure the timely submission of the bidding document to Regional PEC for review and endorsement
• Follow up and ensure timely endorsement by PEC and address any concern raised by PEC
• Follow up and ensure bid announcements are floated using widely circulated newspaper
• Follow up and ensure any clarifications, time extension, amendments are timely and consistently responded to potential suppliers
• Follow the smooth running of bid opening event and ensure the ad hoc technical committee is established and approved by SD
• Follow up timely completion of technical and financial evaluations, results are communicated to suppliers and address any raised complaints
• Ensure the bidding document is endorsed by PEC and award notification is sent for the winner supplier to finalize the contract agreement
• Support and guide procurement officers during the process of contract negotiationsReview and ensure contract agreements are in compliance with the organization policy; terms and conditions are exhaustively incorporated to minimize contractual risks
• Follow up and ensure the contract is implemented as per the agreement and resolve any disagreements raised related to the contract agreement
• Track, follow up and ensure the validity of performance and advance security guaranty are inconformity with contract completion period
• Ensure any issues or conflicts arising from the contractual agreement is managed upon a close consultation from RSD, Procurement Director, Finance Director, Legal Advisor, Program and Operation Senior Director
• Ensure all procurement documents are compiled, organized, and filled properly both in soft and hard copies
• Follow up and ensure timely submission of procurement reports to Regional Management Team and Director as required
• Ensure procurement related directives circulated from MoF, PPPA HQ are strictly adhered and implemented
• Oversee, follow up and ensure the implementation of construction projects as per the contract agreement
• Lead and organize regular review meeting with construction project stakeholders to ensure timely completion and intended quality
• Entertain any complaints/grievances arise from the contractors and respond appropriately on timely bases
• Ensure the documentation of all the necessary documents related to constructions

Outcome 3: Ensure effective Planning, Monitoring, Evaluation & Reporting management 15%

• Ensure the overall regional planning (physical & financial) is compiled, summarized, and submitted to the regional management for review and feedback
• Ensure feedback and comments are incorporated into the final planning and communicated to the regional Management and HQ
• Oversee the entire monitoring and evaluation process to ensure standardized program performance and compliance
• Oversee the preparation and presentation of plan socialization and performance report on review meetings
• Ensure all regional level periodic reports are compiled and submitted to regional management, HQ and concerned stakeholders
• Oversee region-specific studies, assessments, and best practice compilation

Outcome 4: Ensure Effective Human Resources and Administrative Management (20%)

• Follow-up and ensure proper annual human resource planning is done
• Ensure vacant positions are filled out as per the approved regional organogram
• Follow up and ensure approved new hires and replacements positions are timely posted/announced
• Follow up and ensure recruitments and selection are processed and completed timely
• Follow up and ensure new recruits are given onboarding/socialization in an organized manner
• Ensure new hires are equipped with necessary logistics (Computers and furniture) and office space is arranged
• Follow up and ensure goal setting is completed for probationary and permanent staffs
• Support and ensure annual staff goal setting and performance evaluation is timely completed and submitted to HQ
• Ensure staff annual leave is properly planned and follow up leaves are requested accordingly
• Support and guide on gap identification assessment and tailored training is organized and facilitated for regional staffs
• Ensure conducive office working environment is created by fulfilling required office facilities (timely maintenance office equipment and building, cleanness of office and rest rooms); availing refreshments, clean water, etc
• Ensure staffs have timely filled out and completed annual organizational survey, team health check and other assessments communicated by HQ
• Ensure staff benefit packages (medical insurance, mobile allowance, low salary staff support, maternity packages) are timely provided
• Ensure and follow up office work discipline is maintained and address staff grievance and concerns timely

Outcome 5: Ensure Effective Logistics Management (Fleet & Property) (10%)

• Ensure regional level vehicle demand is properly planned and requested
• Ensure coordinated and prioritized vehicle deployment for efficient resource utilization
• Ensure timely and regular vehicle repair and maintenance is carried out
• Review and ensure fuel and lubricant consumptions are as per the set normalization/standard
• Follow up monthly vehicle related reports are prepared and timely submitted to HQ
• Follow up and ensure monthly vehicle trips are closed timely
• Guide and support transport and mechanic specialist to carry out vehicle related expense analysis and recommend mechanisms to reduce unnecessary expenses
• Ensure the functionality of GPS and vehicles are tracked, monitored, and reported for any irregularities
• Ensure proper storage space utilization, organized shelving of inventory items and fixed assets
• Ensure all inventory items and fixed assets are recorded on ERP system and issued accordingly
• Ensure the disposal of used items identified and segregated based on PPPA guideline and reported to HQ for further guidance and action
• Ensure the timely reporting to HQ regarding lost or damaged assets
• Ensure programmatic distributed equipment and materials have distribution list, proof of supporting documents such as Model 19 are timely collected from beneficiaries
• Ensure all fixed assets are tagged, and ATI logo is stamped on donated equipment and materials; and sign boards are erected for infrastructures built
• Ensure proper planning, distribution, and utilization of fixed and non-fixed assets

Outcome 6: Ensure Effective provision of IT Services (5%)

• Ensure the proper functionality of the IT infrastructure and ERP system
• Ensure the proper functionality of the IT infrastructure and ERP system
• Ensure troubleshooting of problems and IT technical support is provided for staffs
• Ensure proper support is given for newly joined staffs on computer configuration, email creation and regrouping of teams on address book based on their similarity
• Ensure ATI IT security policy is maintained
• Follow up and ensure periodic preventive maintenance is conducted for all IT equipment (computers, printers, copiers etc)

Required Qualifications, Competencies, and Experience

• Minimum of a bachelor’s degree or Master’s degree in relevant fields such as Business Administration, Public Administration, or Economics.
• Experience: Bachelor’s degree with 8 years of relevant experience, or Master’s degree with 6 years of relevant experience.

Behavioral Competencies

• Result-oriented: Focus on critical matters that concern the organization and end users.
• Team Building: Believes in teamwork and develops team-based leadership.
• Networking: Creates a network with all actors in humanitarian, peace, and development.
• Socialization: Passionate about organizing and fostering communication among staff.
• Strategic Thinking: Focuses on the big picture and aligns with national development programs.
• Listening Habit: Attentive to staff issues and encourages open discussion.
• Communication Skills: Excellent oral and written skills, with experience in multicultural teams.
• Problem-solving: Excellent analytical and conflict management skills.
• Change Management: Ability to thrive in a fast-moving environment.
• Decision Making: Identifies strategic problems and makes timely decisions.

Technical Competencies

• Planning: Skills in planning, implementing, and monitoring.
• Operational Excellence: Leads diverse staff and manages budgets effectively.
• Stakeholders’ Management: Knowledge of regional and federal institutions.
• Public and Private Engagement: Experience in facilitating dialogue with stakeholders.

Other Requirements

• Computer Skills: Competent in essential computer applications.
• Language Proficiency: Proficient in oral and written English, Somali, and Amharic.
• Project Management Certification: Preferred for the job holder.
• Driving License: Adequate driving experience required.

Skills Required:

• Economics / Statistics
• Hr / Public / Admin
• Sales / Marketing / Business / Management