Operations & Procurement Manager

JSI Research & Training Institute, Inc.

JSI Research & Training Institute, Inc.

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Summary

• Vacancy: —
• Location: Dhaka
• Minimum Salary: Negotiable
• Experience: At least 7 years
• Published: 9 Nov 2024

Requirements

Education

• Bachelor/Honors, Masters

Experience

• At least 7 years
• The applicants should have experience in the following business area(s):
  NGO

Responsibilities & Context

Project Description

The purpose of the Urban Health Activity (UHA) is to strengthen urban health systems, with the goal of improving equitable health outcomes among all urban areas in which the project works (Dhaka plus 3 cities). To achieve its goal, the activity will work with municipalities and city corporations and focus investments on establishing and strengthening urban health systems.

Job Summary

The Operations & Procurement Manager (OPM) is a full-time position with the Bangladesh Urban Health Activity in Dhaka, Bangladesh. The OPM reports to the Finance & Operations Director. S/he will be responsible for overseeing project operations and administration including procurement and logistics at the Dhaka main office with support to the 3 city offices. This position supervises Operations Officer positions and provides operational support to staff, effective program support and resource mobilization, managing events, and capacity building for the operations team. The OPM will support operations functions including procurement, consultants, and travel and will coordinate with the NGO Affairs Bureau, and other government agencies (law enforcement) as needed. The OPM will ensure the project operates in line with JSI’s Operations Manual requirements.

Primary Responsibilities & Duties

Project Overall Operations:

• Project start-up activities, including office identification, set-up and conducting initial procurements to equip the Dhaka main office and three city offices.

• Oversee Dhaka office operations as well as liaise with City office staff to ensure office practices and procedures are aligned in all offices per donor and JSI requirements.

• Conduct periodic visits to city offices to provide support.

• Use the JSI Operations Manual template to finalize a project-specific Operations Manual, train and orient staff to its contents and ensure it is available and accessible to all staff. Adapt Operations Manual forms for the Bangladesh context and/or create additional forms if needed for operations.

• Develop organizational procurement, logistics, and other administrative support/service systems, including adapting JSI manuals, guidelines, forms, and formats in consultation with the Director of Finance & Operation and the JSI US team.

• Finalize processes in line with the Operations Manual for staff travel, procurement, consultant, filing and other administrative procedures in line with JSI and donor requirements.

• Develop and maintain filing systems (electronic and paper as appropriate) and extend support to the operations/administrative team for record-keeping and documentation.

• Maintain liaison with key government officials for administrative and program operations purposes at central and city levels, ensuring obtaining relevant official levels, City team annual NOC collection.

• Coordinate and support admin, finance, and project teams to prepare and submit FD6 and FD4/audit reports for NGO Affairs Bureau and related offices.

Project Procurement & Asset Management:

• Develop an annual project procurement plan in line with administrative and programmatic procurement requirements and the annual workplan, including equipment, supplies and consultant needs.

• Coordinate with operations and program staff to ensure timely procurement as per specifications, agreed quality, and quantity.

• Provide leadership and technical support to establish preferred vendors for procurements of a predictable and recurring nature. This includes travel and accommodation shortlisting.

• Manage a database of project vendors and ensure vendor vetting.

• Ensure procurement procedures are in place including support for procurement committees, bids evaluation, etc.

• Manage project contracts such as lease and service agreements, purchase orders and other fixed price contracts, etc. using JSI templates.

• Ensure updated inventory in line with Operations Manual requirements.

Program Activity Support:

• Provide oversight for processes and standards for organizing project activities such as central and city-level workshops, meetings, and other events.

• Provide guidance and support to Regional Directors, Program Officers, Operations Officers, and Managers regarding such events and prepare budget estimates.

• Centralize larger procurements in Dhaka until it is clear that sourcing is appropriate at the city level; then assist city teams to establish vendor connections, database and vetting at the city level.

• Coordinate in-country and international travel for staff, highlighting any international travel requiring USAID approval (as applicable).

• Perform any other tasks as assigned by the Supervisor as needed

Desired Qualifications

• Bachelor’s degree in any discipline, preferably in Management or a relevant discipline; Masters degree preferred.

• At least seven years of relevant work experience in operations and procurement in an NGO setting;

• Proven experience providing program support for USAID projects. Excellent understanding of office administration, procurement, travel logistics and management, facilities, logistics & administrative activities. Experience in office management and support-related activities.

• Experience in resource and staff management.

• Ability to work comfortably with national and city/municipality government authorities.

• Skilled at developing and facilitating processes and procedures with high standards.

• Strong interpersonal skills to maintain internal and external harmonious working relationships, including with the operations team, project colleagues, external partner staff, and government authorities.

• Ability to work under pressure and meet tight deadlines.

• Adequate skills in reporting, documentation, and presentations in English.

• Skilled in MS Office.

Skills & Expertise

Management

Office Administration

Operations

Procurement

Workplace

Work at office

Employment Status

Full Time

Job Location

Dhaka

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