Summary
Date Posted: Wednesday, May 10 2023, Base Salary: Not Disclosed

JOB DETAILS:
Organization Background
Norwegian Church Aid (NCA) and Dan Church Aid (DCA) have been working together with strong partnerships in Zambia for over 50 years. During this time, they have been working closely with a range of faith-based and secular partners within two overall strategic priorities, Gender Justice, and Economic Justice. Since formalizing a joint country program (JCP) in 2011, NCA and DCA work together to empower rights-holders, especially women and youth. Through strong networks and alliances within Zambian civil society, they uphold and protect people’s dignity and promote their active participation in the development of their country. The JCP Zambia is a fully merged country programme where funding, technical advice, lobbying & advocacy, communication, and administration is shared and coordinated, with NCA as the lead agency. Their current programs focus on Gender Justice (including Gender-Based Violence), Climate-Smart Economic Empowerment, and Fighting Inequality.

Job Purpose
The Operations Manager will ensure compliance with JCP and donor policies and guidelines, and Zambian law. Work closely with the Country Director to co-design and operational implementation of safety policies and plans and identification and mitigation of risk factors. Monitor and quality control of logistics, procurement, fleet and asset management. With respect to JCP and donor policies and guidelines, and Zambian laws/regulations relating to HR, administration, procurement, logistics, safety and security; be the first point of contact for any questions from, and provide regular training and coaching to, JCP staff and partners as needed. Make regular checks that policies and guidelines are being adhered to.

Summary of Key Responsibilities;
• Support the Country Director in matters related to proper management of staff and facilities.
• Coordinate all administrative support functions and oversee the IT Department and the ICT maintenance system
• Follow up and build the capacity of JCP’s staff and partners in the field of logistics and procurement.
• Oversee HR function to ensure that personnel policies and procedures are adhered to by all staff and that they are compliant with both local legislation and JCP standards.
• Take the lead in the preparation of safety policies, plans, briefs, risk analysis, and mitigation measures for the approval of the Country Director and the Head Office. Implementation of the aforementioned documents once approved. Training of staff on security and safety. Ensuring visitors receive appropriate safety briefings on arrival.
• Ensure procurement policy is followed, and proactively work with the finance and program teams to ensure that planned procurement is done in a timely fashion. Ensure an annual procurement plan is kept up to date with input from relevant staff. Regularly share an (e.g. bi-weekly) updated procurement tracker with all concerned staff. Ensure all documentation related to procurement is archived in an organized and retrievable manner
• Ensure that partners receive the appropriate support to create and utilize project procurement plans.
• Draft contracts for the provision of goods, services, and consultants for the approval of the Country Director.
• Ensure vehicles are properly maintained and serviced, and that all statutory requirements and related organizational policies are observed for their use. Provide oversight using a GPS tracking service that vehicles are properly used by approved drivers. Ensure coordination of how vehicles are assigned to best serve program implementation and operational requirements.
• Ensure timely booking of all flights for staff and visitors.
• Ensure appropriate filing systems and safekeeping of data and documents.
• Manage the IT Department and monitor the ICT maintenance system, including all field sites.
• Ensure that ICT procedures are implemented and respected.
• Maintaining asset registers. Ensuring assets are well looked after and stored safely in accordance with best practices and organizational policy. Disposal of assets according to donor and organizational policies, and in particular NCA’s Environmental Sustainability Standard.
• Manage processes and advise senior management around recruitment, staff training, personal development, and disciplinary procedures. Draft staff contracts, including renewals, and manage the process around contract ends and terminations in line with Zambian labour law and organizational policies.
• Ensure JCP facilities, offices, and residences are well-managed and maintained. Manage building contracts/leases. Oversee facilities relocations, start-ups, and shutdowns when required.
• Coordinate all the administrative support functions of the programme including those in field offices.
• Any other relevant and related tasks as required by the JCP Country Director.

Required Skills and Competencies
• Excellent Communications Skills (Oral & Written)
• Able to work independently
• Good creative and innovative skills
• Able to apply diplomacy
• Attention to detail
• A team player and leader
• Able to use firm discretion in decision making
• Good problem-solving Skills
• Good analytical Skills
• Should be able and understand how to handle confidential issues

Qualifications and Experience
• Degree in Business Administration, Finance, or Project Management
• A master in any of the above fields will be a plus
• Must have a minimum of 10 years managing teams of 10 or more people in an NGO or Large Organization, with a preference for international
NGOs/Organisations
• Must have proven experience in Handling HR matters and dealing with internal and external bodies in the matter
• Must have experience working and Managing Procurement Departments
• Experienced in the implementation of Safety and Security plans and incident handling
• Must have experience with remote management including sub-offices
• High integrity and willingness to conduct transparently and open to scrutiny
• Must have proven experience working with local partner organizations including providing capacity building when needed.
QUALIFIED FEMALES ARE ENCOURAGED TO APPLY FOR THE ABOVE POSITION

Work Hours: 8

Experience in Months: 120

Level of Education: Bachelor Degree

Job application procedure
If you meet the hiring requirements for the position, please email your CV in Ms Word and Cover Letter clearly stating your salary expectations to: jobs@bemconsult.com  & copy in bemconsult20@gmail.com 
Note that, all communications will be kept in the strictest of confidence. If you do not receive communication within 30 days of the closing date of the advert, please consider your application unsuccessful.
DO NOT SEND CERTIFICATES AT THIS STAGE



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