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OPERATIONS COORDINATOR (Filipino Nationals Only)

Company Name
American Red Cross
Location Tacloban City, Philippines
Date Posted November 28, 2017
Category NGO & Civil Society
Job Type Consultant
Duration 6 months
Closing date for applications 12/15/17
Experience Required 5+ years

Description

Background

The American Red Cross (ARC) is jointly implementing a recovery program with the Philippine Red Cross (PRC) called “Tindog Tabang Leytana” (TTL) and is scaling up other developmental programs under their five year strategic engagement plan 2018 - 2022. The TTL project facilitates community and household recovery through a range of interventions in the areas of water and sanitation, shelter and settlements, livelihoods, community-based health and disaster risk reduction whereas other projects focus more on disaster preparedness and readiness.

The field-implemented projects are based in Leyte and currently cover 4 municipalities and 23 barangays or villages.

Purpose

Supports the American Red Cross (ARC) delegation in partnership with the PRC by delivering operations management guidance and oversight for ARC/PRC Red Cross-managed programs. The Operations Coordinator is the lead technical advisor overseeing procurement, logistics, fleet, HR, administration, warehousing and facilities management and IT and will ensure operational excellence and compliance with all ARC and PRC operations policies and procedures and in accordance with all grant agreements.

Main Tasks

The Operations Coordinator directly oversees the Operations functions in the field (e.g. Tacloban), ensuring efficiency, effectiveness, flexibility and responsiveness to the needs of the program while adhering to ARC’s and PRC’s logistics and administrative procedures and regulations.

The Operations Coordinator is responsible for the line management of operations staff (logistics, procurement, admin, HR, IT etc.) based in Leyte.

Specific operational responsibilities include, but are not limited to:

Procurement:

· Maintains business relationships with third party suppliers, vendors, consultants, and contractors for the delegation

· Ensure smooth and timely delivery of procurement services for internal stakeholders. Oversee the procurement officers and maintain highest standards in relations to practices and procedures as outlined in the PRC Procurement Manual.

· Conduct verification of all procurement conducted by the Procurement staff and ensure final check is conducted on Payment Requests for completed procurements

· Assist and advise on the preparation of timely, accurate and reasonable procurement plans for new proposals as well as existing ones.

· Allocate and distribute new requests for procurements between existing team.

· Ensure high quality maintenance of procurement records such as the Order Tracking System, Vendor Rosters, and Market Surveys etc.

· Imbue an organisational culture of best practices, anti-fraud and corruption within the procurement department and prepare and implement a rigorous system of independent spot checks on all aspects of procurement.

Warehousing:

· Ensure that any storage facilities/warehousing are secure, fit for purpose, managed and meet health and safe working practice requirements.

· Ensure stores systems and procedures are in place to adequately manage and report on stocks in compliance with PRC’s Logistics Manual and in accordance with ARC requirements,

· Ensure daily warehouse reports, Stock Management Sheet’s, stock counts and all stock records are recorded on both paper and in electronic format

· Ensure Oversight of stores record reconciliations; comparing stock data with procurement statistics and distribution data from programme teams,

· Ensure all standards and exercises for stock accountability and records are in place and managed,

· Ensure that stock utilization and replenishment systems are adequate to maintain an adequate supply of commodities to facilitate the smooth operation of the programme.

· Liaise with programme staff to ensure stock usage and distribution at end of project.

Fleet:

· Oversee the management of all transport and fuel issues; responsible for ensuring that:

vehicles are driven safely and maintained appropriately,
vehicles are insured,
all damage is reported accurately and timely,
ensure that vehicle equipment (first aid kits, communications etc.) is complete and serviceable;
Fuel usage is correctly managed, logged, recorded and analysed.
Premises:

· Oversee an effective systems for the maintenance and security of all ARC Offices, residences, and warehouses and ensure they conform to recommended insurance, health and safety standards.

· Ensure that sufficient accommodation is maintained for all ARC expatriate staff; leases, premises insurance etc. is updated in a timely fashion.

Assets:

· Ensure that all communications equipment is operational, used in line with communications equipment policy and that requisite training is provided to staff on usage protocols

· Liaise effectively with programme and finance staff on the cessation of project to ensure Leyte assets are disposed of in accordance with financial guidelines and procedures.

· Oversee the maintenance of a live, up-to-date Fixed Asset Register ensuring all assets are labelled and current locations of all assets are known and reported,

· Ensure that the system of controlling asset movement between personnel, programmes and locations within the country is in place and working adequately.

· Ensure appropriate disposal of assets as required in accordance with ARC-PRC project agreement.

Administration:

· Coordinate the regular reviews of all relevant manuals and manage their rollout

· Support the Head of Office in the management of security and crisis management

· Ensure efficient and effective administration systems in line with local regulations and PRC policy

· Ensure that visitors and new staff are provided with welcome packs, schedules and in-country briefings

· Provide systems induction to new staff members.

Humans Resources Management:

· Ensure that guidance, mentoring and monitoring on all PRC logistical procedures and policies are given to all the logistics team, in particular the field logistics team.

· Ensure performance management systems are in place for all operations staff including training plans as well as support management to implement an effective annual performance review and development process.

· To maintain and update all Job Descriptions of operations personnel to ensure adequacy, standards and compliance.

· To liaise and coordinate with the TPA-Admin/HR on personnel issues including recruiting and discipline procedures of staff in accordance with PRC HR policy and Labour Law.

· Ensure that recruitment is managed in a transparent, effective, efficient and compliant manner

IT

· Ensure that the IT planning reflects programme priorities

· Provide guidance, mentoring and support to the IT assistant

· Provide support and oversight for IT related issues including adherence to IT guidelines

· Ensure that regular back-ups, security and virus checks are carried out

Budgets & Financial Management:

· Review the operation core cost budget versus actual with the Head of Office and support revisions where needed.

· Participate in Budget Management Meetings as required.

Reporting:

· Ensure stocks (SMS), assets (FAR), DIK and fleet reports are correct, produced on time and shared with programme managers, programme coordinators and SMT

· Ensure that the monthly logistics report is submitted to Head of Office in a timely manner.

· Provide assistance as required for end of project reports related specifically to stock and assets, and ensure that reports are submitted to the programmes staff in sufficient time for actions to be addressed

Other Responsibilities:

· Assist on internal and external audits and follow up on recommendations, ensuring corrective measures are put in place and understood by all,

· Ensure that adequate anti-fraud procedures are in place minimising the potential for abuse of ARC-PRC’s logistics systems.

· Any other duties as required and instructed by Head of Office.

Key Deliverables

Detailed and actionable monthly report highlighting key activities and results with special attention to any recommendations and key actions required per the assessments described above. This report should also include reflections on progress to-date on the Software Management Action Plan and any required next steps.
Key Personnel / Contacts

ARC Head of Office.
Timeframe

This engagement will take place on a FULL TIME BASIS from December 4, 2017, to December 3, 2018.

Support Provided to the Contractor:

Contractor will be based in Tacloban, Leyte, with travel to Manila to work with Philippine Red Cross (PRC) HQ as needed. The contractor will report to the American Red Cross (ARC) Head of Office.

HOW TO APPLY:

Qualified applicants are invited to submit their resume and cover letter by email to jobs.prc.ttl@gmail.com In the subject line of your email please state the position you are applying for, your surname and first name.

*Only shortlisted candidates will be contacted.
Please mention AidBoard.com in your application