Operations Manager at BRAC

Procurement

• Review, implement and manage end to end procurement processes to ensure all purchases are made in line BRAC procurement policies and guidelines.
• Oversee the pre-qualification and onboarding of vendors, ensure due diligence, adherence to quality standards and cost effectiveness.
• Maintain strong relationship with suppliers and vendors to negotiate contracts, manage performance and ensure service delivery is as per the agreed terms and conditions
• Regularly review and update procurement processes, ensuring compliance with internal controls, policies, and industry best practices.
• Conduct market research to identify new vendors and cost-effective products, and services in areas where BRAC does not have a prequalified list of vendors.
• Provide training to regional office employees on the existing policies and procedures and continuously provide guidance to all employees to ensure compliance to policy and industry best practices.
• Coordinate all Regional Office-related procurement plans and ensure efficient planning and periodic review of the procurement plans,
• From time to time support event management and planning eg workshops including supporting travel management.

Asset Management

• Review and implement asset management procedures to monitor, track and report on the lifecycle of all assets.
• Review and implement inventory management procedures to monitor, track and report on office supplies and stationery
• Coordinate regular audit of assets and ensure accurate asset tagging, documentation and inventory management is in place.
• Manage asset disposal in accordance with organisational policy, donor regulations, and regulatory requirements.
• Implement and maintain asset management systems to provide real-time asset tracking and reporting.

Safety and Security

• In collaboration with the Safety and Security advisor, enforce comprehensive safety and security policies, including workplace safety, emergency preparedness, and response plans for the Africa Regional Office.
• Conduct regular risk assessments and implement measures to mitigate identified risks to employees, visitors, organisation assets, and reputation.
• Monitor compliance with safety regulations and ensure effective safeguarding of premises, staff and assets is maintained.
• Coordinate, report, and manage safety incidents and follow–up actions by ensuring detailed records of incidents are monitored and closed.

IT Support

• In close collaboration with IT support service providers, oversee IT infrastructure management including hardware, software, network and communication systems, to ensure reliability, security and efficiency.
• Coordinate with IT support service provider and internal IT team in ensuring IT system upgrades, troubleshooting and maintenance of IT equipment is done.
• In collaboration with the IT team, implement IT policies related to data security, access controls and back up of employee data is maintained.
• Ensure IT equipment and tools for employees at the Africa Regional office is well maintained
• Coordinate with the IT team to ensure that IT licenses for the Africa Regional Office users are renewed and properly functioning.

Office Management

• Manage all office operations, including facility management, administrative support and Office supply management
• Oversee maintenance and repairs to ensure the office environment is safe, clean and conducive to work in.
• Provide oversight in coordination of meetings, conferences and events including bookings, equipment set up, catering and other arrangements
• Implement cost effective measures for managing utilities, office supplies and other resources.
• Act as primary point of contact for all operations related enquiries and issues from Head Office and Country Offices.
• Ensure that cost allocation of all Operations expenses is allocated periodically to hosted entities in liaison with finance,
• Periodically, engage all hosted entities to gather feedback on support areas.

Staff Supervision

• Lead and manage the operations team, providing clear direction, guidance and performance expectations
• Foster a positive work environment that encourages teamwork, collaboration and professional expectations
• Conduct regular performance reviews, provide constructive feedback and support team members to build capacity and skills
• Develop staffing plans for operations team, participate in hiring processes, onboarding of new employees and ensure adequate coverage while on leave
• Promote OneBRAC culture and continuous improvement in operational processes

Safeguarding

• Read, understand, practice, promote and endorse the issues of safeguarding policy among team members and ensure the implementation of safeguarding standards in every course of action
• Practice, promote and endorse the issues of safeguarding policy among team members and ensure the implementation of safeguarding standards in every course of action.
• Follow the safeguarding reporting procedure in case any reportable incident takes place, encourage others to do so.