Operations Manager at Lutheran World Federation

Position Summary:

The Operations Manager is a key leadership role within LWF Kenya-Somalia, responsible for the strategic and operational management of Human Resources (HR), Procurement, Logistics, IT, and general administration functions. This role will ensure the efficient and effective delivery of operational support, which is crucial for the successful implementation of LWF’s programs and initiatives in Kenya and Somalia. The Operations Manager will work closely with the senior management team to enhance operational processes, ensure compliance with internal and external standards, and support the overall organizational mission. The position holder is also expected to motivate and build the capacity of HR, Procurement, Logistics, IT, and Administration staff.

Key Responsibilities:

Human Resources:

• Recruitment and Onboarding: Oversee the recruitment process, including job postings, candidate screening, interviewing, and hiring. Ensure effective onboarding for new staff to facilitate a smooth transition and integration into the organization.
• Training and Development: Identify training needs and coordinate capacity-building initiatives. Develop training programs to enhance staff skills and performance.
• Performance Management: Coordinate performance management processes for the Kenya-Somalia Program, implement performance management systems, conduct regular performance reviews for direct reports, and provide feedback and support to staff.
• Employee Relations: Address employee grievances and resolve conflicts in a timely and effective manner. Foster a positive work environment and promote staff welfare.
• HR Policies and Compliance: Develop and enforce HR policies and procedures, ensuring compliance with local labor laws and LWF’s standards. Maintain up-to-date knowledge of relevant regulations and best practices

Procurement:

• Procurement Planning: In collaboration with the Program and Finance units and area programs, develop procurement plans and strategies to meet the organization’s needs. Forecast procurement requirements and manage supply chain processes effectively.
• Vendor Management: Support the Procurement staff to identify and evaluate suppliers, negotiate contracts, and manage relationships with vendors. Ensure suppliers deliver goods and services on time and meet quality standards.
• Compliance and Documentation: Ensure adherence to procurement policies and procedures. Ensure accurate procurement records and documentation are maintained for auditing purposes.
• Cost Management: Monitor procurement expenditures and implement cost-saving measures while maintaining quality standards.

Logistics:

• Supply Chain Coordination: Supervise and support the management of receiving, storing, and distributing goods and materials. Ensure efficient handling and transportation to minimize delays and costs.
• Fleet Management: Oversee the management of the organization’s vehicle fleet, including maintenance, scheduling, and logistics.
• Logistics Planning: Develop and implement logistics strategies to support program delivery. Address logistical challenges and implement solutions to improve efficiency.
• Inventory Management: Ensure accurate inventory records are maintained and supplies are replenished in a timely manner.

IT Management:

• Infrastructure Oversight: Oversee the organization’s IT infrastructure, including servers, network systems, and end-user devices. Ensure systems are secure, reliable, and meet operational needs.
• Supervision of Technical Support: Supervise the provision of IT support to staff, addressing technical issues and ensuring minimal disruption to operations. Ensure IT helpdesk services are managed to ensure timely resolution of technical problems.
• System Implementation: Evaluate and implement new technologies to enhance operational efficiency. Coordinate IT upgrades and system integrations as needed.
• Data Security: Ensure data security and compliance with relevant regulations. Implement measures to protect sensitive information and prevent data breaches.

General Administration:

• Office Management: Oversee the day-to-day administrative operations of the office. Ensure efficient office management, including facilities management, supplies procurement, and maintenance.
• Administrative Policies: Develop and implement administrative policies and procedures. Ensure compliance with organizational and regulatory requirements.
• Documentation and Reporting: Maintain accurate records and prepare reports related to administrative functions. Ensure timely and accurate submission of reports to the Country Representative and other stakeholders.

Qualifications:

• Education: Bachelor’s degree in Business Administration, Management, or a related field. A Master’s degree or relevant professional certifications (e.g., PMP, SHRM) is highly desirable.
• Experience: Minimum of 7 years of progressively responsible experience in operations management, preferably in a humanitarian, development, or non-profit organization. Experience in managing multi-functional teams is essential.

Skills:

• Strong knowledge of HR practices, procurement processes, logistics management, IT systems, and administrative functions.
• Proven ability to develop and implement operational strategies and processes.
• Excellent organizational, problem-solving, and decision-making skills.
• Strong leadership abilities with experience in managing and motivating diverse teams.
• Proficiency in project management and financial management.

Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with IT management software and systems.

Personal Attributes:

• High level of integrity, professionalism, and confidentiality.
• Strong interpersonal and communication skills, with the ability to interact effectively with staff, stakeholders, and partners.
• Proactive, results-oriented, and adaptable to changing circumstances and priorities.
• Ability to work independently and as part of a collaborative team.