Job Detail

Job Description

Operations Manager

USAID Scaling Up Nutrition Technical Officer (SUN TA)

DAI works at the cutting edge of international development, combining technical excellence, professional project management, and exceptional customer service to solve our clients’ most complex problems. Since 1970, DAI has worked in 150 developing and transition countries, providing comprehensive development solutions in areas including crisis mitigation and stability operations, democratic governance and public sector management, agriculture and agribusiness, health and nutrition, water sanitation and hygiene, private sector development and financial services, economics and trade, HIV/AIDS, avian influenza control, water and natural resources management, and energy and climate change. Clients include international development agencies, international lending institutions, private corporations and philanthropies, and host-country governments.

Project Background:

The Scaling Up Nutrition Program is a cross-ministry and multi-donor program to reduce stunting in Zambia through implementation of the Government of the Republic of Zambia (GRZ) 1,000 Most Critical Days Program.

SUN TA provides support and direct technical assistance to sub-national local government departments in target districts to plan, implement, coordinate, and monitor integrated nutrition-sensitive and nutrition-specific activities to reduce the rate of stunting among Zambian children under two and improve the nutritional status of pregnant and lactating mothers. USAID has identified two main objectives that address stunting, including (1) Adequate Quantity and Quality of Dietary Intake among Target Groups; and (2) Adequate Health Conditions for Biological Utilization of Nutrients. SUN TA interventions increase access and availability of safe, diverse, nutritious food; adoption of better child feeding and household hygiene practices; and access to improved health, water and sanitation services. The project prioritizes sustainability by improving intra-household joint decision making and building the capacity of local government and their stakeholders to ensure coordination, accountability, and learning, following the Scaling Up Nutrition model.

Purpose:

The SUN TA Operations Manager will organize the office set up and will be in charge of daily operations of the Lusaka Office as well as 13 District Offices, supervise administrative and office assistants and will report to the Director Finance and Administrations. S/he will assist with administrative services and will assist the entire project staff and visiting consultants. S/he will serve as head of administration and will ensure the smooth flow of the day to day office work.

Primary Responsibilities and Duties:

• Ensure the smooth operations of the Lusaka and 13 district offices including rent, utilities, repairs, security, daily cleaning and other concerns.
• Lead and organize office procedures ensuring that USAID and DAI policies are in place related to office management.
• Ensure office efficiency is maintained by carrying out planning and execution of equipment procurement, layouts, and office systems
• Ensure that staff are well set up and comfortable in the offices and surrounding premises.
  Coordinate the procurement of materials, supplies and equipment for all the offices.
• Manage the office storage system including detailed record keeping of inventory levels, and monitoring of use by staff as appropriately required.
• Coordinate all logistical support for staff and consultants including office setup, hotel accommodations and conference bookings as well as providing assistance for settlement of the associated invoices from the service providers according to DAI policy and procedures.
• Coordinate with IT department on office IT equipment needs.
• Manage relationships with vendors, service providers and landlord ensuring all items are invoiced and paid on time according to DAI systems and procedures.
• Supervising, mentoring, training, and coaching our office staff and delegating assignments to ensure maximum productivity.
• Participate actively in the planning and execution of SUN TA regional and national level meetings, such as quarterly review meetings or the annual meeting.
• Liaise with travel agents to obtain reservations and tickets for all project related in – country and international travel;
• Oversee travel arrangements for Lusaka staff to and from the districts and intra-district travel request
• Oversee national GRZ travel arrangements according to SUN TA policy
• Coordinate with Program Assistants and other staff to create and maintain administrative files for the Lusaka office and district offices, keeping consistent and in an orderly manner;
• Establish and maintain visitor and delivery logbooks.
• Serve as the direct supervisor of the program assistants and other administrative staff as assigned.
• Maintain adequate stock of COVID prevention materials.
• Have oversight of the SUN TA vehicles as well as the partner vehicles, monitor the fuel consumption in all these vehicles.
• Produce and track all Mission travel concurrence requests and approvals.
• Oversee maintenance of all office supplies and equipment, including the scheduling of routine maintenance, and oversight of outside services providers (except IT).
• Manage various service contracts in coordination with the Director Finance & Administration for both the office and district offices and expatriate staff residences including security, drinking water supply, generator maintenance, etc.
• Maintain the field office equipment inventory and provide support on annual reconciliations, as well as monthly updates.
• Responsible for communicating with appropriate authorities regarding obtaining the VAT tax exemption certificate.
• Maintain the expatriate staff residence visa and work permit up to date and ensure they are renewed on time.
• Undertake any other responsibilities, tasks or activities as required by the  Director Finance & Administrations.

Required Qualifications:

• First degree in business administration, public administration or related field,
• Minimum 5 years of operations management experience in an international organization or multinational company
• Knowledge of USAID procurement policy is an advantage
• Demonstrated experience in supervision of support staff
• Experience in inventory management
• Strong critical thinking, problem-solving and supervisory skills
• Excellent written and verbal English skills
• Strong communication and interpersonal skills
• Ability to deal appropriately with sensitive issues and maintain a high level of confidentiality at all times.

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Skills Required

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