Operations Manager
Ambassador's Fund Grants Program-Trust for Democratic Education & Accountability
Total years of experience :28 years, 10 Months
As Operations Manager, my primary role was to manage operations for the USAID Ambassador’s Fund Grant Program (AFGP), including Administration, Procurement, Human Resource Management and Security, and to contribute to organizational planning. Serve as a member of the AFGP Management Team, coordinating closely with other managers. Foster integration and teamwork between programs and operations and also between AFGP Operations Unit and TDEA Operations Unit by developing effective formal and informal communication channels.
Key Responsibilities
• Align all operational processes with TDEA organizational policies and USAID policies; ensure operations are carried out in line with policies and procedures of TDEA and USAID rules and regulations contained in the ADS, FAR, AIDAR, CFR, etc.
• Supervise Procurement Specialist, Human Resource Specialist, Security Specialist, Administrative Officer, and oversee sub-contractors and consultants, as assigned, to ensure value for money and optimum performance.
• Ensure the achievement of results through planning, implementation, monitoring and evaluation of operational processes.
• Ensure the security of official data and records.
• Act as security focal person in the absence of the Security Specialist.
• Recording, reporting, maintenance and safekeeping of organizational and donor properties and facilities.
• Contribute towards monthly, quarterly and annual donor reports regarding AFGP Operations.
• Furnish professional and timely responses to inquiries relating to staff matters, suppliers, auditors, etc.
• Regular reporting of operational processes to senior managers in order to ensure accountability and smooth implementation.
• Perform any other task assigned by the COP/DCOP/ Deputy Director Operations
• Prepared procurement plans/ planning documents for all procurements relating to office administration and labs and technical assistance for USPCAS-E.
• Advised and undertook appropriate acquisition actions, proportional to applicable procurement approach, while ensuring cost effectiveness and timeliness.
• Prepared and managed contracts for both Material and TA contracts in line with US-PCASE and donor policies and procedures and relevant local laws.
• Provided assistance to project staff on the procurement process and provided assistance to them as how to use and fill various procurement forms including developing specifications, Statement of Works and documentation of sole source justification, if required.
• Regularly followed up with vendors/service providers and consultants on progress updates and compliance with contract terms and conditions.
• Prepared solicitation documents (RFQ/RFP/RFA) for relevant procurement approaches in accordance with USPCAS-E procurement policy, KPPRA rules, GoP regulations and USAID/FAR regulations.
• Ensured adherence to transparency mechanism in developing specifications, evaluation criteria, procurement processes and receipts of goods/ services.
• Developed technical and financial comparison of proposals/ quotations.
• Drafted memorandum and notes to seek approval from competent authority.
• Reviewed, verified and confirmed invoices from subcontractors and vendors are consistent with Subcontract/ Purchase Order terms and conditions.
• Ensured complete documentation of all procurement actions and approvals. These actions include but not limited to documentation of source selection; invitation documentation of quotations/ proposals; soliciting quotations/proposal by various applicants; analysis and comparative sheets; preparation of approval packages; purchase orders in accordance to procurement actions.
• Developed tracking sheets of procurement planning documents, on-going & completed procurement; and suppliers/ vendors’ database.
• Reported all procurement tasks and reviewed procurement trackers and suppliers’ vendors’ database periodically.
Ensure the compliance of organizational policies and procedures in all administration and HR related matters
Oversee all administrative functions of JHUCCP and its smooth and effective controls.
Oversee all Human Resource functions of JHUCCP and its smooth and efficient operations
Ensure logistical, procurement, fleet management support to all offices & program activities
Supervise the procurement functions including imports, develop annual procurement plan and ensure all the procurements are in line with the plan and the policies of JHUCCP
Oversee the engagement of properties on rental and on lease basis and ensure timely completion of contractual obligations and legal formalities.
Supervise and monitor the safety arrangements for all JHUCCP personnel, property and premises
Maintain inventory record-keeping and ensure that it is updated regularly and frequently
Prepare job advertisements and assist management in advertising, hiring and all personnel matters
Assist in preparation of local staff salaries, deductions, withholding salary taxes, overtime of local staff
Obtain necessary
As part of JSI’s Logistic team carried out procurement, logistics and coordination functions for PAIMAN project.
Key results:
Procurement
Facilitated all local and off-shore procurement in compliance with
USAID funded ED-LINKS project as Director Logistics to lead the Logistics Department of the project across Pakistan, managing 56 staff across the project and overseeing warehouses, fleet and inventory management. As a result of changed implementation strategy, liaison and coordination with external stakeholders has also been made part of my responsibilities that include, coordination with concerned government ministries and departments, obtaining NOCs and exemptions, coordination with legal consultants for matters relating to litigations.
Key results:
Established and managed warehouses at various locations across project area in KPK, Sindh and Islamabad Capital Territory to facilitate storage and distribution of various goods and supplies to schools..
Actively involved in selection of appropriate staff for each warehouse. Built their capacity through on job trainings, orientation to organizational policies and procedures and reporting mechanism.
Facilitated Procurement Department in negotiating and selecting trucking companies for transportation of material to schools
Developed tools for delivery, distribution and reporting of warehouse activities, trained the staff for effective implementation of the forms.
Advised Procurement department on strategizing all procurement activities in line with organizational as well as donor policies and provided inputs in developing procurement plans.
Managed a fleet of 40 project vehicles and equal number of drivers across the project by timely arranging fuel and maintenance agreements with local vendors.
Facilitated security department for assessing security needs of various project premises, contracting guarding services from reputable companies.
Negotiated terms and conditions of lease agreements for different office and warehouse buildings across the project and ensured timely extensions, as and when required.
Coordinated with finance department for forecasting and allocation of funds for various logistic activities and ensured the management of allocations for each activity.
Managed inventory of the entire project by regularly updating the data related to assets and inventories, conducted physical verification of assets through concerned Asset Management Staff across the project.
Acted as project close out team member and facilitated disposition of inventories to intended recipients before the closure of the project.
Coordinated with legal consultant for resolution of legal matters besides obtaining NOCs and tax exemption certificates from concerned ministries.
Obtained visas, NOCs for expatriate staff.
MOT MACDONALDS PAKISTAN-TECHNICAL RESOURCE FACILITY (TRF)
(ausAID AND DIFID FUNDED PROJECT
Provided leadership and oversight to the HR, IT, Administration, Security, and Logistics functions of the regional office;
Ensured that regional office operational policies, including security, HR, procurement, inventory and IT, are in place, compliant with project and donor policies, and implemented effectively;
Ensured a coordinated approach to HR, IT, Administration, Security, and Logistics across the region of responsibility;
Ensured that regional operations are in line with those of other regional offices, liaising regularly with Director Operations Coordinator and other Operations Coordinators;
Travelled as needed to district offices to ensure smooth and harmonized operations, providing management support as necessary;
Assisted in the review of the regional office operational budget and strategic plans;
Oversaw operations team to ensure that procurement management is done on planned, timely manner and fleet management is well organized and coordinated with all sectors;
Assisted the Head of Office with other duties as needed.
As part of Cordaid’s Senior Management Team, I was Responsible for organizing all logistic matters and procurements for the Cordaid Pakistan Project Management Unit (PMU).
Key results:
Advised to the Cordaid Program Coordinator in all logistic related matters
Advised the Cordaid Program Coordinator in addressing logistic matters which can hamper a proper implementation of the programs
Advised implementing partner organizations on logistic matters and procedures when applicable
Chalked out an elaborate logistics plan for the implementation of each program
Responsible for the import, storage and distribution of supplies ordered by Cordaid
Ensured adherence to all Cordaid rules and regulations from Invitation to Tender and to delivering of goods to field warehouses
Supervised, trained and monitored the work of the assistant logistician(s)/field logisticians
Responsible for procurement and supply of needs for the programs
Responsible to brief the Program Coordinator of security matters
Responsible for getting visa, permit and travel documents for Cordaid staff and visitors
Prepared reports (Monthly, quarterly and yearly) relating to logistic activities.
As part of Oxfam GB, Pakistan Core team, initially I was responsible for providing administrative support to multidisciplinary teams. However, after 2005 earthquake I was seconded for Oxfam GB’s Earthquake Project initially as head of administration and later as Senior Logistics Officer based at its country office Islamabad.
Key results:
Provided administrative and logistic support to various program units including Processing visas and making travel arrangements including air travel, surface travel and accommodation for staff on official visits
Liaised with concerned ministries for securing visa extensions, visa clearances for international staff.
Coordinated/negotiated with suppliers, vendors, guesthouses and hotels to procure goods and services
Prepared contracts, lease agreements and service agreements
Capacity building and providing guidance to field offices and assisting admin staff in developing systems for smooth and efficient functioning of offices.
Supervised support staff including Admin Assistants, drivers, office boys and security guards
Supervised movement/maintenance of vehicles
Ensured premises are well maintained
Actively involved in procurement of goods, services and office supplies
Arranged logistics for meetings/ workshops/trainings
Contract Management
Contract preparation
Leave record
Staff insurance
Processing recruitment, including preparation of appropriate job ads, initial short listing, conducting interviews etc.
•As functional manager Islamabad Logistics team, I was responsible to oversee all logistics aspects:
Organized all logistics processes, including procurement, warehousing, communications, transport and asset management as well as the related administrative procedures for Oxfam operations.
Supervised and supported logistics personnel including three Logistic Officers, (Procurement, Warehousing, Transport) one logistic Assistant and one Log Admin.
Implemented and monitored logistics systems in accordance with Oxfam GB policies and procedures.
Built capacities logistics staff in their respective areas of work.
Established and maintained good contacts with suppliers, government offices, UN agencies and other NGO’s with regard to logistical matters.
Prepared reports as per management’s requirements on all logistics activities.
Key results:
Supervised and managed of 32 Support Staff including, Admin and Logistic Assistants, Office Boys, drivers and Security Guards
Supervised movement and maintenance of 28 vehicles and 52 Motorcycles
Ensured maintenance of Office premises across Gilgit Baltistan (11 field offices and Head office
Procurement of various goods and supplies for various project including school construction projects across Northern Areas.
Logistic arrangements for meetings, workshops, training and special events
Assisted HR in hiring administrative support staff
Supervised and oversee travel arrangements for staff and visitors
Ensured internal communication systems are working properly
Prepared agreements/contracts for various supplies and services and lease agreements for office buildings
Coordinated timely payments for administrative and logistic activities
As overall head of administration of regional office, I was responsible for the following tasks:
Key results:
Over all administration of Regional and Field offices of IUCN in Gilgit Baltistan
Supervised 12 support staff both at regional and field offices
Supervised and managed vehicle movement/maintenance
Timely procurement of various goods and services for the project and regional offices
Making logistical arrangements for meetings, workshops, and training
Travel arrangements for staff and visitors
Assist in preparation of budgets for various administrative activities
Handled HR matters including processing of Group/Medical Insurance, maintaining leave records, assisting in recruitments and performance management
Administration and IT
•As Regional Operations Coordinator Sindh. effectively supervised all recruitments for both provincial and district offices, with a staff strength of over 120 people.
•Provided guidance and led the hiring processes for various positions under DFID/AusAid funded project implemented by HLSP/Mot MacDonald’s.
•Actively participated in restructuring of
supervised functions of Administration, Logistics, Procurement, IT, HR and security for this project.
Key results:
Developed and implemented procedures for effective and efficient delivery of services relating to administrative, logistic, HR and IT support besides, carrying out procurement and security functions.
Supervised staff in functional areas mentioned above by assigning and monitoring tasks of each individual.
JSI RESEARCH AND TRAINING INSTITUTE INC. - PAKISTAN INITIATIVE FOR MOTHERS AND NEWBORN (PAIMAN) PROJECT (
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