Requirements

Additional Requirements

• Age at most 55 years

• At least 5 years (s) of proven experience in managing or heading supply chain and administrative functions.
• A minimum of 13 years of relevant work experience at a similar level in Procurement, Logistics, Administration & security management.
• Relevant experience of working with humanitarian/development sector/INGOs
• Strong Staff Management Skills.
• Ability to work independently, function effectively as a member of a Senior Management team, and adhere to strict deadlines
• Strong problem-solving and creative skills and the ability to exercise sound judgment and make decisions based on accurate and timely analysis.
• Strong government contacts at local and central levels.
• Strong interpersonal skills, including written, verbal, and presentation skills
• Excellent networking and partnership-building skills.
• Excellent planning, management, and coordination skills, with the ability to organize a demanding workload comprised of diverse and challenging tasks and responsibilities
• Well-developed skills in staff management.
• Proven coaching and capacity-building skills including training and skills development.
• Strong attention to detail,
• Cultural awareness and ability to build relationships quickly with a wide variety of people, Patient, adaptable, able to improvise, and communicate clearly and effectively under pressure.
• Strong negotiating, strategic thinking, and influencing skills
• Excellent English language skills, both written and oral with practical computer skills and competence in Microsoft Office environment particularly Excel.
• Ability to work flexible hours, and under stress and pressure.

Key Personal Qualities

• Gender- and culturally sensitive
• Adaptable with a strong willingness to work under pressure in a dynamic and demanding environment
• Ability to deliver results within tight deadlines
• Proven experience in proactively identifying and addressing issues

Responsibilities & Context

The Manager – Operations Support Services will provide strategic leadership and oversight for all operational support functions in collaboration with the Country Director. This role will focus on ensuring the delivery of efficient and effective support services across the Country Office, specifically in the areas of procurement, logistics, Government Compliance, Administration, security, and IT. The incumbent will play a pivotal role in designing and implementing country-specific strategies while ensuring alignment with organizational guidelines. S/he will also lead the development, enhancement, and execution of systems, processes, and policies to optimize operational efficiency and strengthen the organization’s support services framework.

Strategy and Vision-15%

• Develop or review country-specific policies in line with IRW standards to ensure operational consistency and compliance.
• Conduct historical analysis/learnings to drive continuous improvement in the efficiency and effectiveness of operational processes.
• Participate in Country Management Team Meetings and contribute to a full range of CMT decisions, including taking the lead on making quality decisions affecting the country program’s Operations.
• Participate in Field Office Meetings and/or Programs/Operations Coordination Meetings to facilitate in-departmental coordination.
• Accomplishes staff results by communicating job expectations; planning, monitoring, and appraising job results; coaching, counseling, and disciplining employees; initiating, coordinating, and enforcing systems, policies, and procedures.
• Ensure excellent coordination between the Programme and Finance to ensure timely delivery of goods and services and vendor payments ensuring full compliance to the policies and guidelines.

Procurement/Supply Chain-30%

• Manage strategic relationships with key vendors, suppliers, and industry bodies in Bangladesh to ensure the smooth flow of goods and services.
• Maintain efficient procurement processes to ensure materials and services are consistently available as required.
• Build and nurture relationships with stakeholders to maintain high service levels and quality standards.
• Advise and oversee the coordination and facilitation of contract requirements with vendors, suppliers, and procurement committees.
• Oversee and ensure the timely and accurate processing and documentation of procurements in line with the Procurement Manual and local regulations.
• Review and manage service contracts, ensuring compliance with organizational and legal standards.
• Collaborate with the finance team to ensure adherence to payment schedules and financial compliance.
• Facilitate tender openings as required, and establish a pipeline of supplies for IRB, managing the logistical aspects of the operation as needed.
• Participate actively in Project Procurement Planning with project managers & Technical Coordinators.
• Work with relevant country and field office program staff to ensure all third parties undergo legal vetting before commencing work with IRB, are engaged with appropriate agreements and effective monitoring systems are in place so that partner delivery meets donor expectations and requirements.
• Ensure that all the vendors have undergone the screening process from IRW-HQ.

  Logistics 15%

• Supervise the fleet management team to ensure systems are in place for tracking vehicle maintenance schedules, fuel usage, and scheduling, in compliance with established procedures and Bangladeshi regulations. Develop and implement a roaster of drivers.
• Ensure warehouse operations adhere to the Policy and Procedures Guidelines, maintaining proper documentation and compliance with national standards, as necessary.
• Maintain accurate inventory records for materials and ensure efficient tracking of material flow across all warehouses.
• Provide oversight of Non-Food Items (NFI), commodity storage, and movements, ensuring compliance with local requirements and organizational policies.
• Coordinate logistics for non-program material aid projects, including managing associated shipments and overseeing the importation and customs clearance processes, in line with Bangladeshi laws and regulations.
• Provide Logistic support to the bases in case of emergency / temporary need.
• Take part in logistics assessment during emergencies, partners’ evaluations, and field activities.
• Support the Local Log team during supply processes (tender), preparation of audits, project closure, etc.
• Write and consolidate Logistics reports, as well as donors and authorities reports.

Administration and IT Support-10%

• Ensure administrative and inventory/Asset systems are implemented in alignment with IRW guidelines and best practices.
• Oversee the establishment and development of IRB office(s) to meet the needs of team members, including drafting and reviewing contracts for office and housing space, leasehold improvements, and IT infrastructure.
• Manage facilities, including housing, office, and warehouse leases, while ensuring that all premises adhere to established security standards.
• Supervise asset tracking to maintain accurate records of IRB and donor assets, including items requiring registration and movement tracking, under IRW Asset Management procedures.
• Collaborate with relevant teams to facilitate the processing of visas for expatriates and donors.
• Ensure all IRB contracts and business transactions are conducted transparently and comply with local laws, IRW policies, and donor requirements.
• Supervise IT personnel and ensure the provision of necessary IT support to meet the needs of all teams.

  Others (Government Compliances 10%, Team Management- 5%, Security Management 5%, Representation & Travel-10%)

Compensation & Other Benefits