Head of Operations

Key Accountabilities:

Development of Systems and Policies:

• Develop/update/revise Financial and Procurement Manuals, tools and procedures as and when needed and align with the requirements of the country programme strategy.
• Develop emergency related SOPs of finance, procurement at time of any urgent humanitarian/emergency projects to ensure that the field receives material in time.
• Assist HR department in reviewing and updating existing policies and development new policies for emergency responses if required.
• Develop online system and update on regular basis to ensure that MAP has quick, efficient and automate system to record data, restore data and report data.

Implementation of System and Policies

• Ensuring compliance with local and international regulations and policies at HQ level as well as aligned with donors’ policies and procedures.
• Formulating country strategy aligned with context and within the mandate of the organization and other stakeholders including government and relevant line ministries.
• Implement efficient processes and standards as set by organization to ensure all compliances are met.
• Analysing risks and provide solutions to lead to quality assurance of the country program.
• Quality reporting on operational performance and solutions to improve the systems.
• Managing contacts and relations with vendors, partners, customers, and other stakeholders
• Supervising expenses and budgeting to assist the organization in optimizing its costs and benefits
• Mentoring and motivating teams to achieve productivity and engagement

Country Office Facility Management

• Ensure effective and efficient facility management of the Country Office and provide support to all support functions.
• Assist to acquire visa for MAP International staff visiting Pakistan. Have working relations with external key stakeholders involved in facilitation of travel/visa/ etc processes
• Facilitate the acquisition and renewal of resident and work permit for expatriate staff to enable them settle properly and perform their duties effectively.
• Provide up to date information to country director or any changes in the law to ensure smooth operations related to travel documents and compliance.
• Assist in organizing workshops and other events.
• Ensure stock consumption is monitored, planned and replenished to avoid both shortage and surplus. (This should be done on a project-by-project basis, and proactively, so that Project Managers can make informed and timely decisions

Support to Procurement, logistic and Admin:

• Process with the registration, update and status of the fixed asset acquisition /movement, to keep and track all assets with no reports of loss of assets,
• Ensure all offices in the area/field has minimum office assets like furniture, computers etc for smooth operations of the programme
• Maintain an overview of logistics performance issues (assets, procurement, fleet, stock management in the CO and advice on improving overall performance, quality assurance and donor compliance components.
• Manage the chain of supplies and material as per the project, donor, detailed implementation plan.
• Ensure correct collection/transport/storage/use/maintenance/monitoring of supplies and assets from numerous sources.
• Establish contractual arrangements for premises and vendors/suppliers as per MAP policies and procedures
• Draw up a planning of the monthly purchases and share the planned document with relevant internal stakeholders.
• Keep the different departments informed of the treatment/updates/challenges given to their orders
• Follow the customs clearance of international freights.

Field Training, Orientation and Awareness of Finance and Procurement Systems:

• Develop Procurement Plans for all projects and ensure implemented in timely manner.
• Ensure all financial records are updated and financial reports prepared are as per donors’ requirements.
• Ensure that all staff involved in procurement processes in CO or area/field have good level of knowledge and skills to achieve the targets under procurement guidelines without unnecessary delays.
• As and when needed, conduct in house training programs or share key learnings with relevant internal staff to address any unforeseen challenges for future.
• To ensure a country wide financial, logistic and procurement system is operation in line and compliance to our financials, logistics & procurement, policies, procedures, processes and tools

Others: 

• Monitor and manage the staff in finance, procurement and HR departments and provide support for effective functions of these departments.
• Ensure the office and its environment are well kept and maintained to facilitate the smooth flow of office work without any adverse disruptions.
• Coordinate and facilitate the meetings, minutes of the meetings with BoTs to update them on quarterly basis.
• Keep the Country Director informed of any initiative or difficulties related to the office for attention/redress for the provision of the required support services for program implementation, and submit all document to his approval,
• Perform any other duties that may be assigned from time to time to support the attainment of organizational goals

Note: Interviews for this position will be done on rolling basis.