Job Description:

The role of Operations Manager will sit within the “Support & Administration Team’ which is responsible for ensuring that all financial, operational and administrative aspects of the Programme run effectively. The Operations Manager will be responsible for ensuring that all operational and administrative aspects of the project run effectively. Reporting to the Project Manager, the Operations Manager will be required to:

Operations Management

• Overall management of a team of operations staff, including the operations officer and drivers

• Supervise and monitor the operational, logistics, procurement aspects of the project

• Ensure compliance with FCDO, Mott MacDonald and local procedures and policies, organizing training for staff and suppliers on the said procedures as required

• Contribute as required to programme reporting related to the areas above

• Promote healthy work ethics, good governance, and anti-corruption behaviour

• Ensure the programme team receive adequate operational and logistical support to conduct all programme activities.

• Ensure new staff are properly inducted on operations procedure;

• Ensure staff exit and handing over process including asset returns;

• Ensure logistic support for international visitors and oversee the visa and work permit process

• Assist in the preparation of training events, meetings, conferences and workshops, support the necessary logistical arrangements and ensure they are implemented in accordance with relevant project procedures

• Prepare, monitor and update operational forecasts for the project on a quarterly basis.

• Review and update Operations Manual for the project in line with the client and MM policies.

Logistics and Fleet Management

• Responsible for the day-to-day management of the project fleet

• Scheduling vehicle maintenance and routine service

• Produce monthly fuel cost analysis

• Process monthly fuel reconciliations and ensure that fuel records are filed in relevant folders

• Documents hired vehicles on a tracker and ensure mileage and fuel usage is followed

• Provide overall support to program’s activities with administrative and logistics roles such as participants registration, bank verifications, etc.

• Ensure the smooth running of the offices by ensuring adequate supply of office equipment and supplies.

• Ensure the programme team receive adequate operational and logistical support to conduct all programme activities.

• Review and implement vehicle management policies and ensure compliance and training

• Ensure compliance with vehicle management policies, including completing and updating the vehicle management policy

• Ensure drivers receive the appropriate training

• Manage car tracking system and provide monthly risk management report

• Ensure that daily vehicle POWDERs checks are done on programme fleet

• Ensure the timely provision of office facilities and services, transportation, accommodation, bookings and service contracts as required for the project;

Health & Safety Management

• Update and manage the project and office health, safety, security and welbeing risk assessments for the office

• Update and manage the health, safety and security risk assessments for workshops and trainings

• Ensures staff and visitors are made aware of, and follow, Health, Safety and Security procedure; manages staff awareness of office improvement actions;

• Ensures all accidents and near misses, plus Health, Safety and Security, Environmental and Information Security incidents are reported, recorded and investigated; liaising with local enforcement bodies as necessary;

• Cooperating with Safety Managers in monitoring Health, Safety and Security and Environmental performance;

• Manage safety and security of all staff when travelling for programme activities including travel risk assessments, appropriate journey planning, emergency procedures and safety equipment are provided

• Manage office fire safety

• Arrange first aid training for nominated staff

• Complete & update office continuity plans

• Undertake monthly inspections of the office

Procurement

• Review and implement the procurement systems and procedures on the project ensuring compliance with FCDO and Mott MacDonald policies

• Administer supplier contracts to ensure compliance with the contract conditions, payment terms, variations, claims, dispute resolution, and monitoring

• Manage the administration staff to ensure procurement of goods and supplies meets programme requirements and is in compliance with MM and FCDO procedures

• Perform and manage MM’s due diligence procedures on suppliers

• Manage all service contracts including, lease, internet, security, etc. and update tracker ensuring timely payments

Asset Management

• Manage inventories of all assets

• Manage and track assets, ensuring tracking records are up to date

• Prepare risk analyses and asset management reports

• Monitor asset performance and recommend corrective measures

• Manage the procurement of assets

• Ensure all office records are filed accordingly, this includes ensuring the maintenance of an up-to-date asset register for the program.

Note: This job description reflects the present requirements of the post. As duties and responsibilities change and develop the job description will be reviewed and be subject to amendment in consultation with the post holder and line manager.

Candidate Specification:

Skills

• Experience in operations management and managing finance, logistics, procurement, administration, and operations.

• Experience of working for an international organisation, preferably in the development/humanitarian sector

• Preferably experience with a private sector FCDO supplier

• Experience of setting up and maintaining operations and logistical procedures and processes

• Experience of procurement, contract management and, ideally within a development programme context

• Excellent oral and written communication skills in English

• Proven management experience leading small to medium sized teams
  Ability to liaise efficiently with individuals and organisations to arrange and carry out programme administration functions

• Experience in implementing health and safety procedures

• Experience in operating within environments with diverse cultures and practises

• Ability to use computer systems and standard office software reliably, including organising and setting up systems for maintaining office electronic records

Qualifications

• Degree (ideally) in public administration, accounting, project management or other related area or equivalent

• Significant experience in the field

Background:

Cambridge Education has been awarded the FCDO funded Girls in Rwanda Learn (GIRL) programme, a 6-year programme (Nov 2024 - Jun 2030). GIRL is the FCDO’s new bilateral education programme in Rwanda, building on components of the previous Learning for All (LFA) programme (2015-2023). The LFA programme worked to improve learning outcomes in English and Mathematics in all government and government-aided schools in Rwanda, with a special focus on girls and including children with special educational needs. GIRL has been designed to build upon this work by continuing to focus on foundational learning outcomes in English and Mathematics, with an even stronger focus on girls’ education and inclusive education. It will work to reduce school drop-out and improve transition to lower secondary or other learning pathways, particularly for girls and children with disabilities. The programme is made up of 3 main components:

• Component 1 will focus on improving learning outcomes in English and Math and providing technical assistance to the Government of Rwanda to strengthen capacity and the policy environment for improved foundational learning.

• Component 3 will focus on managing an innovation fund for out-of-school girls using a test-learn-adapt approach.

• Component 5 will focus on technical assistance and advocacy to the government around foundational learning and out-of-school girls, to ensure approaches are scaled and evidence from the programme feeds into policy and programming in the sector.

Equality, diversity and inclusion

We put equality, diversity and inclusion at the heart of our business, seeking to promote fair employment procedures and practices to ensure equal opportunities for all. We encourage individual expression in our workplace and are committed to creating an inclusive environment where everyone feels they have the opportunity to contribute.

Agile working

At Mott MacDonald, we believe it makes business sense for you and your manager to choose how you can work most effectively to meet your client, team and personal commitments. We embrace agility, flexibility and trust.