Operations Manager Job Description
Job Title : Operations Manager
Country : Egypt
Reports to : Country Director
Department : Operations
Job Purpose :
The Operations manager plays a critical role in ensuring the smooth and effective implementation of the organization’s operational processes across procurement, logistics, human resources, security coordination, and partner support. This position ensures compliance with internal policies, donor guidelines, and contributes to overall operational efficiency by coordinating staff movement, training, and assisting with human resources management.
Key Responsibilities :
- Procurement & Logistics :
- Procurement Cycle Management :
Monitor and track the organization’s procurement cycle from the initiation of the request to the final delivery of goods and services.
Ensure compliance with internal procurement policies and donor regulations at each step of the procurement process.Support and guide field offices and departments in understanding and following procurement procedures.Supply and Demand Coordination :Liaise with various departments to align supply needs and ensure timely delivery of materials, equipment, and services.
Work with field offices to understand specific requirements and ensure that local needs are met while maintaining compliance.Logistical Support :Coordinate logistics-related activities such as transportation planning, asset management, and inventory tracking.
Oversee the maintenance and tracking of office assets, ensuring that all assets are properly documented and well-maintained.Procurement Documentation and Record-Keeping :Assist in the preparation and organization of all procurement documentation, including but not limited to Purchase Requests (PRs), Requests for Quotations (RFQs), comparative tables, Purchase Orders (POs), and contracts.
Ensure all procurement documents are submitted and stored in accordance with the organization’s policies and donor requirements.Regularly update procurement databases and systems to track the status of orders and deliveries.Human Resources Support :Recruitment Assistance :Support the HR coordinator in opening, advertising, and processing new vacancies.
Prepare job descriptions, job advertisements, and related documentation for vacant positions.Coordinate the scheduling of interviews and participate in interview panels when needed.Onboarding and Documentation :Assist with the onboarding process for new hires, including the preparation of contracts, orientation, and initial training.
Ensure that all HR files are maintained with the proper documentation in line with internal policies and regulatory requirements.Staff Training & Policy Awareness :Provide training to staff on essential HR procedures, internal policies, and organizational expectations.
Ensure that staff are aware of and comply with operational, HR, and safety protocols.Monitor staff performance and assist with performance evaluations as needed.Security and Movement Coordination :Staff Movement Management :Monitor and manage the staff movement plan, ensuring all field movements are authorized, tracked, and reported as per the organization’s policies.
Liaise with security focal points to ensure staff travel is safe and compliant with safety protocols.Security Protocol Updates and Awareness :Provide regular security briefings to staff, ensuring they are informed about current security situations and risks.
Ensure that all staff are fully briefed and adhere to safety and security procedures when traveling to field sites or remote areas.Risk Monitoring :Act as a focal point for operational risk monitoring in collaboration with senior management.
Flag potential operational risks and propose mitigation strategies for identified issues.Capacity Building and Training :Internal Training and Knowledge Sharing :Organize and deliver internal training sessions on procurement, logistics, HR policies, and any other operational topics as needed.
Ensure that operational staff are kept up-to-date with the latest policies, procedures, and guidelines.Staff Procedure Compliance :Support operational teams in understanding and following organizational procedures and best practices.
Regularly review processes and identify opportunities for operational improvements or training needs.Partner Coordination :Partner Procurement Support :Review procurement plans submitted by implementing partners to ensure they meet donor and organizational guidelines.
Provide technical assistance and guidance to partners in procurement processes and compliance with internal and donor regulations.Procurement Validation :Validate procurement documentation submitted by partners, ensuring compliance with donor and internal requirements.
Conduct regular reviews and audits of partner procurement processes to ensure compliance.Team Management :Supervise and manage the operations team, including staff working in procurement, logistics, and administrative support roles.Provide clear guidance, mentorship, and day-to-day oversight to ensure high performance and accountability within the team.Support team members in their professional development by identifying capacity gaps and recommending or facilitating relevant training opportunitiesQualifications & Experience :
Education : Bachelor’s degree in Business Administration, Logistics, Human Resources, or a related field.Experience : Minimum of 5 years of experience in operations, logistics, or human resources in a humanitarian or development context.Donor Compliance : Knowledge and understanding of donor compliance regulations (UNICEF, ECHO, USAID, etc.) is an asset.Procurement & HR Expertise : Strong understanding of procurement and HR processes, with the ability to implement and follow detailed procedures.Multitasking & Deadline Management : Demonstrated ability to multitask, prioritize, and meet deadlines in a fast-paced environment.Language Skills : Fluency in both Arabic and English, written and spokenHow to apply
Please note that INARA does not cover any relocation costs for this position.
