Operations Manager

Job Description

Pact Seeks Highly Qualified And Accomplished Individuals For The United States Agency For International Development (USAID)/PEPFAR-funded Zambia Integrated Health HIV Activity. The Five-year Project Is Led By Pact In Partnership With Center For Infectious Diseases Research In Zambia, Circle Of Hope, Mothers2Mothers, Copper Rose Zambia, Zambia Network Of Young People Living With HIV/AIDS And a US Small Business, Viamo. The Project Improves Health Outcomes Of Zambians Through Equitable Access To High-quality Health Services In The Areas Of Client-centered HIV, Tuberculosis, Maternal, Newborn And Child Health, Family Planning And Reproductive Health. It Reduced Mortality, Morbidity, And HIV Transmission For Sub-populations In Northwestern, Copperbelt, And Central Provinces. Pact Works Closely With The Zambian Ministry Of Health To Attain The Country’s Goal Of Reaching HIV Epidemic Control (95-95-95) By 2030. The Project Will Be Delivered Through Three Main Components

Increase coverage of comprehensive and person-centered HIV, TB/HIV, FP/RH, MNCH prevention, diagnosis, care, treatment and support services in both communities and health facilities.
Increase utilization of community and facility-based quality and person-centered integrated HIV, TB/HIV, FP/RH, MNCH services; and
Increase capacities of Provincial and District Health Offices to improve quality and sustain Direct Service Delivery of integrated HIV, TB/HIV, FP/RH, MNCH during and beyond the life of the activity

Pact exists to help create a world where those who are poor and marginalized exercise their voice, build their own solutions, and take ownership of their future.

Position Summary

The Operations Manager will work under the direction and guidance of the Finance Management and Operations Director (FMOD) and with technical team leads to provide the full range of administrative and operations functions in compliance with Pact and donor procedures, rules and regulations. These functions will support the USAID ZIH project headquarters in Lusaka and 3 provincial offices (Central, Copperbelt and Central Provinces), and affiliated district offices spread throughout the three provinces. S/he will supervise three provincial Fleet Supervisors, Operations and Logistics Officer (Lusaka Office and Copperbelt Provincial Office), Provincial Hub Operations and Logistics Assistants, Operations Assistant / Receptionist (Lusaka), and ensure that their respective departments meet all their obligations. S/he will ensure that contract management, security and safety are carried out effectively and efficiently in full compliance with project, Pact, and USAID policies. This is a full-time position based in Lusaka.

Key Responsibilities

Team Leadership

Participate in regular planning activities with the technical leads for seamless administrative and logistical support.
Contribute to decision-making by providing input on general administration and management, operations, fleet, logistics, assets management and general administrative status of the project.
Ability to identify and address areas of risk and operational inefficiencies through the development of improvement plans for office operational procedures and processes.
Provide timely oversight and regular supervisory support to all operations team members.
Provide clear guidance to all staff members on all operations policies and procedures.
Establish and enforce operational procedures in compliance with Pact policies and USAID regulations rooted in effective management under the guidance of the FMOD and Pact Home Office support staff.
Conduct reviews and assessments of field office procedures and procurement documentation as directed.
Provide support to other special initiatives and needs as they arise.

Fleet Management

Provide supervision, oversight and support to the provincial fleet supervisors and Lusaka fleet team to enable them to:
Effectively implement the fleet management system ensuring that vehicle utilization reports with logsheets are submitted correctly, completely and on time, vehicle data is entered into the database and that up to date usage reports are always available for each vehicle.
Manage the fuel provider contracts and ensure that a complete reconciliation between fuel provider statements and fuel usage as per logbooks is conducted before fuel payments are made.
Ensure vehicles are properly maintained at all times.
Ensure records of drivers and vehicles are up to date at all times.
Ensure allocation of project and hired vehicles are done in the most cost effective manner possible.
Supervise and guide drivers to ensure adherence to Pact policies and procedures.
Other fleet management duties as necessary.

Contract Management

Ensure all third party long term contracts (leases, cleaning, security, fuel, blanket purchase agreements, etc.), are tracked and that all contracts are always up to date.
Work with the procurement team for timely renewal of contracts.
Collaborate with the procurement and finance teams to ensure that operations related vendor billing is promptly reconciled and payments are made in a timely manner.
Inventory and Assets Management
Ensure all assets are properly inventoried and that asset records are always up to date and in compliance with Pact and USAID requirements.
Ensure that a complete physical inventory of assets takes place semi-annually.
Dispose of assets that are beyond repair or no longer needed annually.
Ensure that basic office supplies for all project offices are monitored and adequately in stock at all times.

Logistical and Administrative Support

Ensure proper and efficient coordination and management of logistics and other support for all project offices, project workshops and other program activities as necessary.
Serve as the point of contact between office landlords and Pact to ensure office premises are well managed and maintained.
Ensure that all standard documentation requirements across ZIH offices in the area of operations and administration, inventory, fleet, and IT are audit ready.

Basic Requirements

Minimum of a Bachelor’s Degree in Public/Business Administration, Management, Finance or equivalent
Masters Degree is an added advantage
A minimum ten (10) years’ experience in a managerial role similar to this position.

Preferred Qualifications

Familiarity with USAID regulations.
Experience with projects of similar size, complexity and scope preferred.
Outstanding interpersonal skills and eager to work in a fast-paced multicultural organization.
Demonstrated experience supporting and working with program technical staff to ensure efficient utilization of resources.
Ability to communicate effectively in English, both verbally and in writing.
Exceptional computer skills, particularly in Microsoft Office applications like Excel and Word