Senior Operations Officer at Street Child

OVERVIEW:

• Street Child International Organization is seeking highly qualified and experienced professional to join our team as a Senior Operations Officer.
• This is a crucial position responsible for overseeing the organization's procurement, logistics, and administration functions.
• The successful candidate will play a pivotal role in ensuring the efficient and strategic management of resources for our projects.
• The senior operations officer will be the direct supervisor for the office drivers and operations assistants.

KEY RESPONSIBILITIES:

Procurement

• Collaborate with project managers and program teams to understand procurement needs for upcoming projects.
• Develop procurement plans, outlining the required goods and services, delivery timelines, and budget considerations.
• Identify potential suppliers, conduct market research, and maintain a comprehensive vendor database.
• Manage the bidding process, evaluate proposals, and negotiate contracts to secure favorable terms and conditions.
• Ensure adherence to donor requirements, local laws, and organizational procurement policies.
• Maintain accurate and up-to-date procurement documentation.
• Work closely with finance and project teams to align procurement activities with project budgets.
• Monitor and control procurement-related expenditures, identifying cost-saving opportunities without compromising quality.
• Establish and implement quality control measures for procured goods and services to meet organizational standards.
• Conduct inspections and coordinate with relevant stakeholders to resolve any quality issues.
• Identify and assess risks associated with procurement activities and develop mitigation strategies.
• Stay informed about changes in regulations or market conditions that may impact procurement processes.
• Foster effective communication and collaboration with project teams, ensuring a clear understanding of procurement needs.
• Prepare regular reports on procurement activities, including status updates, challenges, and key performance indicators.
• Support the organization in generating reports required by donors or regulatory authorities.
• Promote ethical sourcing practices and sustainable procurement principles.
• Consider environmental and social factors in procurement decisions whenever applicable.

Logistics

• Collaborate with program teams to forecast and plan for project-related logistics, ensuring the availability of necessary resources.
• Coordinate internal and external events, workshops, and meetings as needed.
• Manage logistical arrangements for events, including venue booking and catering.
• Manage the inventory of project supplies and equipment, optimizing stock levels to prevent shortages or excesses.
• Coordinate the transportation of goods and materials to project sites, ensuring timely delivery and adherence to project timelines.
• Liaise with transportation providers and ensure compliance with relevant regulations and safety standards.
• Maintain an accurate and up-to-date record of project assets, including equipment, vehicles, and other resources.
• Implement asset tracking systems to monitor usage, maintenance, and depreciation.
• Oversee the logistical aspects of setting up temporary project offices and facilities as needed.
• Ensure that project sites have the necessary infrastructure and utilities for efficient operations.
• Act as a focal point for communication between program teams, suppliers, and other stakeholders regarding logistics-related matters.
• Coordinate with external partners and vendors to ensure seamless logistical support for project activities.
• Ensure compliance with local laws and regulations related to logistics, transportation, and distribution.
• Maintain accurate and complete documentation of all logistics-related transactions and activities.
• Contribute to the development and implementation of emergency preparedness plans, including logistics support for disaster response activities.

Operations

• Oversee day-to-day administrative functions, including office management, facilities, and support services.
• Ensure compliance with organizational policies, procedures, and legal requirements.
• Coordinate repairs and maintenance of office assets, equipment, office facilities, including plumbing, electrical, and structural repairs.
• Liaise with external service providers to ensure timely and cost-effective maintenance solutions.
• Monitor and manage utilities such as electricity, water, and internet services to ensure uninterrupted office operations.
• Negotiate and coordinate service agreements with utility providers.
• Collaborate with security advisor to ensure the safety and security of the office premises.
• Implement and monitor security protocols to safeguard staff and assets.

Strategic Planning and Capacity Development

• Develop and implement a comprehensive procurement plan aligned with organizational goals.
• Provide leadership in negotiating complex contracts, leveraging relationships with suppliers, and identifying cost-saving opportunities.
• Develop and implement training programs to enhance the capacity of staff for both Street Child and Implementing Partners in procurement, administration, and logistics.
• Mentor and guide team members for continuous improvement and professional development.
• Collaborate with Operations Manager to align departmental strategies with the overall mission of the organization.
• Conduct risk assessments and implement strategies to mitigate risks associated with procurement, administration, and logistics.
• Develop and update policies and procedures related to procurement, administration, and logistics.
• Ensure that policies are in line with best practices and compliant with donor regulations.
• Establish key performance indicators (KPIs) for procurement, administration, and logistics functions.
• Monitor performance against established KPIs and implement improvements as necessary.
• Build and maintain strong relationships with external stakeholders, including suppliers, service providers, and relevant government agencies.
• Represent the organization in clusters, strategic forums and partnerships related to procurement and logistics.
• Identify and implement innovative technologies to streamline procurement, administration, and logistics processes.

REQUIRED SKILLS/ABILITIES

• Ability to think big-picture and contribute to the organization's overall goals.
• Strong leadership to guide and motivate the team.
• In-depth knowledge of procurement processes and contract negotiation.
• Expertise in managing transportation, distribution, and inventory.
• Skill in creating and updating organization policies.
• Ability to set and track performance goals.
• Strong relationship-building skills with external partners.
• Awareness of new trends and ability to implement technology solutions.
• Clear and effective communication with diverse stakeholders.
• Strong problem-solving abilities using data.
• Flexibility to handle changing circumstances in donor-funded projects.
• Excellent organization with attention to detail.
• Ability to work well with cross-functional teams.
• Proficient in MS Outlook, MS Excel, MS Word, and MS PowerPoint.

ELIGIBILITY CRITERIA

• This position is open to Nigerian citizens only.
• We strongly encourage female candidates and candidates from BAY states to apply.
• Minimum of bachelor’s degree in business administration, Supply Chain Management, Economics, or a related field.
• Master’s degree is highly preferred.
• Additional professional certificates from CIPS or similar other professional awarding body in procurement, logistics, or administration are advantageous.
• Requires at least 5 years of pertinent professional experience within the Operations unit of a reputed international organization, preferably on donor-funded projects.
• Requires a minimum of 3 years of relevant professional experience in senior-level positions, specifically in procurement, logistics, and administration within International Organizations.
• Must possess prior work experience in Borno, Adamawa, and Yobe states within the last 5 years.