Operations Manager
Relief International
Total years of experience :23 years, 3 Months
• To ensure that RI Turkey Procurement follows policies and procedures that are in compliance with the RISO Procurement Manual and funding source policies.
• To review monthly Operations’ reports (In country and cross border operations) and give feedback to all operations staff, Department Managers and other key staff as needed.
• Proactively develop the skills of RI staff to understand and utilize appropriate tools and services to design and implement quality programming.
• Coordinate, manage and monitor the workings of Logistic and Procurement sub-Departments at HQ and field level.
• To participate in mobilization for all new projects and project extensions.
• Maintain current knowledge of and ensure compliance with local government regulations.
• Work with field staff to identify operational needs, both in country and cross border, and ensure that issues are raised with CD, DCD, Department leads and other staff, as needed, to ensure they are included in new budget development.
• Design and implement capacity-building program to strengthen the capacity of RI Turkey and field-based Supply Chain staff.
• Define, in cooperation with Country Director and Finance Manager, support costs’ Country Budget.
• Travel, depending on security situation, to provide technical support to field offices and sub-offices.
Responsible for the management, coordination and improvement of all Logistics systems within the country in line with audit standards.
Implement logistics procedures and ensure they are followed, including local procurement and tender procedures, contracting, warehousing, transport, vehicle fleet management and asset management.
Manage the supply chain at country level, particularly related to pharmaceuticals and medical supplies and equipment, by ensuring that the Programs are well-informed and well-prepared on incoming pipe lines and their schedules.
Responsible for ensuring that the structure and capacity of the logistics department is ‘fit for purpose’ and meets the needs of the country programme.
On the job training in order to strengthen technical and management skills of logistics staff and to ensure proper usage of logistics procedures, rules and regulations.
Make assessments of the logistics issues of new emergency situations in collaboration with the field managers, Program Directors and Country Director. Participate actively in new sites set up.
To ensure the timely distribution of all required materials/equipment/supplies and timely/appropriate logistic-technical support to each program site, including support to cross-border programming.
• To organize, develop and strengthen the logistics support including procurement, warehousing, transport, assets and IT.
• Implementation of logistics and procurement procedures and to ensure they are followed, including local and international procurements and tender procedures, contracting, warehousing, transport, vehicle fleet management and asset management.
• On the job training in order to strengthen technical and management skills of logistics staff and to ensure proper usage of logistics procedures, rules and regulations.
• Close and regular communication, coordination and planning will finance and program departments, directly assisting and contributing to program and project design, including budget development.
• Make assessments of the logistics issues of new emergency situations in collaboration with the field managers, Program Director and Country Director. Participate actively in new sites set up.
• To provide logistics analysis and reports, meet reporting deadlines and assist in logistics budget preparation.
• Close coordination with Logistics Cluster, customs clearing agent and freight forwarder in Djibouti and Yemen for import of international procurement of medicines, medical equipment and supplies.
• To keep program and finance colleagues regularly updated on procurement status.
• To maintain effective filing system to track all logistics activities, monthly and quarterly reports.
• To provide technical oversight and support, and implementation of, all logistics support systems according to IMC Logistics policies and procedures.
• Work closely with different departments to provide planning support and advice on logistics matters in accordance with IMC policies and procedures, in a transparent, accountable, efficient and cost effective manner.
• To carry out regular market surveys, to ensure a full knowledge of the availability and price of local items.
• To ensure that all procurements are well managed, tracked and recorded.
• To actively engage with freight forwarding agencies, freight handling/clearance agents, and local Customs, to ensure that cargo is managed at all points of the supply chain, and that all tracking and reporting deadlines are met.
• Assist with the management of all matters logistics relating to transport and fuel management, to ensure that vehicles are insured, asset managed correctly, being driven safely, maintained appropriately, damages are reported, and ensure that vehicles internal equipment (tools, comms etc) are complete and serviceable; and that usage of fuel is correctly managed, and logged and recorded.
• To manage all matters logistics regarding satellite communications and radio communications to ensure that equipment’s are insured, asset managed diligently, operated in the most cost efficient manner, and maintained appropriately.
• Work closely with logistics coordinator to capture, plan and regularly update preparedness reporting for the logistic systems in place at the mission. Work to ensure that logistic systems are robust and flexible enough to cope if a crisis occurs to include assessments of transport available, warehousing, access routes, fuel availability, field comms issues, staffing challenges, training required etc.
• Manage the maintenance of accurate filing systems, with documented and supported records of actions for audit purposes. Contribute to weekly and monthly logistics reports to the in-country management team, and Global logistics pursuant with IMC policies and procedures.
• Ensure compliance with International Medical Corps policies and procedures, donor regulations and local laws.
• Ensure that the procurement and disposal of commodities, especially those subject to US Export Compliance regulations, are in line with applicable licenses and are properly documented.
• Ensure that vendor eligibility screening is carried out in a timely fashion, updated regularly, and, recorded appropriately.
• Determine training needs for staff.
• Provide input, and deliver where applicable, training for national staff to increase their responsibilities in order to build capacity, and ensure sustainability of programs.
Major responsibilities:
To organize and implement all logistics activities such as procurements, fleet, warehousing and asset management.
To assist in capacity building of field based logisticians and warehouse keepers and drivers on policies and procedures.
To create a quick visual reference for logistics procedures, and to improve accountability through the implementation of weekly and monthly reporting.
To provide general support to Area Manager, Protection, Shelter and Distribution sections as required to Logistics support.
Supply Chain:
• To ensure all staff is trained on DRC procurement procedures.
• To assist all staff in understanding request formats for procurement.
• To develop framework agreements with suppliers.
• To assist in finalizing procurement plans and requests for current grants.
Fleet Management
• Create daily and weekly car movement tracking sheets and accompanying procedures for vehicle requests.
• Create and input vehicle maintenance records into maintenance database including future service dates.
• In coordination with safety department train drivers on DRC safe driving techniques and introduce accountability for the cost of bad driving (speeding tickets, car damages).
• Implement daily, weekly, and monthly checklists for vehicles.
Warehousing/Asset Management
• Train staff on proper system and means of storing and tracking goods and assets.
• Assist in the design of storage at field locations.
• Develop mapping of overall warehouse locations through areas of responsibility.
• Identify key equipment (shelving systems, bin cards) that need to be ordered/developed.
• Compile field office reports for stock and assets and submit weekly and monthly reports for area of operation.
• Assist in the disposal of assets as needed.
To develop and maintain effective logistics procedures to insure the efficient implementation.
To provide logistics support to all consignment of U.S. Army going to Afghanistan through Pakistan.
To keep track of relevant documents of containers and units.
Monitoring of commercial transporters regarding documentations, security of cargo terminals, placement of containers etc. on daily basis.
Planning and executing the surface delivery of equipment and supplies to U.S. Army base in Afghanistan.
Liaison with Commandant Frontier Corps, Political Agent Khyber Agency, Collector Customs, Customs Intelligence and other related government agencies to reduce the risk of possible Pilferage.
Monitoring the overall security situation on daily basis.
Record keeping and reporting of all consignments crossing the Pak-Afghan border on daily basis.
Examination of suspicious containers in collaboration with Customs.
To take inventory of suspicious containers and to reconcile with packing list and other shipping documents.
Routine visits to Takhta Baig check post and Torkham (Pak-Afghan border).
Close contact with the 831st Unit Battalion, U.S. Embassy Islamabad and U.S Consulate Karachi regarding cargo documentations and other related activities.
Fleet management of all commercial transporters.
Clearance of In-Kinds from Customs.
Daily and weekly reporting on all logistics activities.
Organise all logistics processes, including purchasing, warehousing and transport, as well as the related administrative procedures.
Report directs to Country Director about the logistics activities.
Supervise and ensure fair and transparent local and international procurements as per donor’s defined procurement procedures and guidelines.
Supervise and support the logistics staff.
Supervise warehouse and stores.
Supervise physical check of assets and inventories.
Check / compile monthly and quarterly asset and inventory reports.
Coordination with Director Finance in regard to budget preparation, Procurement plans and working on procurement pipelines according to the available budgets.
Receipts of In-Kind donations from different donors such as Heart to Heart International, CMMB, MFH, UNICEF, UNHCR, IDA etc.
Have close contact with custom officials for custom clearances, passport and immigration officials for the extension of expatriate visas and special branch police for their police registration and residential permit.
Procurement and storage:
Manage procurement of items based on authorised requisitions, in line with the organizational procedures.
Liaise closely with Finance department regarding budgets and pipelines and coordinate with Program section about project/program procurements.
Manage and coordinate negotiations with all interested parties including contract disputes and claims.
Coordinate the check and quality control process of the items at the time of receiving in store.
Transport:
Organizing and managing the fleet of more than 150 vehicles (owned and hired).
Arrangement of land travel facility including current security situation of area.
Regulate the use of vehicles.
Supervising and planning vehicle allocation more than 100 vehicles fleet in order to optimally serve the needs of the programme.
Monitoring the fuel consumption of vehicles and skills of the drivers.
• To organize requesting supplies, including purchasing, storage and distribution of materials as well as the related administrative procedures in accordance with organizational policies.
• To supervise and support all logistics personnel and to maintain a proper record of expenditures, receipts, local order forms for supply request, quote evaluation, way bills etc.
• To establish and maintain good contacts with suppliers, Government offices, UN agencies and other NGOs with regards to logistics matters.
• To report monthly on all logistics activities to the Programme Coordinator/Admin Manager in order to assist relevant managers with logistics advice during the preparation of new project proposal and running/current projects.
• To conduct initial logistics assessment, establish field offices, stores, etc for development or emergency intervention.
• In absence of Admin & Finance officer take the responsibility of Office Administration and act as security focal point.
• Fleet Management.
Organise all logistics processes, including purchasing, warehousing and transport, as well as the related administrative procedures.
• Report directs to Logistics Officer and Country Director about the logistics activities.
• Supervise and ensure fair and transparent local and international procurements as per donor’s defined procurement procedures and guidelines.
• Supervise and support the logistics staff.
• Supervise warehouse and stores.
• Supervise physical check of assets and inventories.
• Check / compile monthly and quarterly asset and inventory reports.
• Establish and maintain good contacts with suppliers and government offices with regard to logistical matters.
• Coordination with Director Finance in regard to budget preparation, Procurement plans and working on procurement pipelines according to the available budgets.
• Report monthly on all logistics activities.
• Receipts of In-Kind donations from different donors such as Heart to Heart International, CMMB, MFH, UNICEF, UNHCR, IDA etc.
• Have close contact with custom officials for custom clearances, passport and immigration officials for the extension of expatriate visas and special branch police for their police registration and residential permit.
• Organizing seminars and workshops
• Arranging walk campaigns for creating awareness among community
• Launching campaigns through electronic and print media
• Organizing camps for blood donation
• Organizing fieldwork
• Meetings with different communities
• Liaison with different NGOs
• Arranging charity shows
• Assign duties to security guards and peons and control their activities
• To keep informed the Executive Director regarding administration section activities and problems
1. Masters in Internatioal Relations with 2.8 GPA (2000-2002)