Operations Manager at Lutheran World Federation

• Recruitment and Onboarding: Oversee the recruitment process, including job postings, candidate screening, interviewing, and hiring. Ensure effective onboarding for new staff to facilitate a smooth transition and integration into the organization.
• Training and Development: Identify training needs and coordinate capacity-building initiatives. Develop training programs to enhance staff skills and performance.
• Performance Management: Coordinate performance management processes for the Kenya-Somalia Program, implement performance management systems, conduct regular performance reviews for direct reports, and provide feedback and support to staff.
• Employee Relations: Address employee grievances and resolve conflicts in a timely and effective manner. Foster a positive work environment and promote staff welfare.
• HR Policies and Compliance: Develop and enforce HR policies and procedures, ensuring compliance with local labor laws and LWF's standards. Maintain up-to-date knowledge of relevant regulations and best practices

• Procurement Planning: In collaboration with the Program and Finance units and area programs, develop procurement plans and strategies to meet the organization's needs. Forecast procurement requirements and manage supply chain processes effectively.
• Vendor Management: Support the Procurement staff to identify and evaluate suppliers, negotiate contracts, and manage relationships with vendors. Ensure suppliers deliver goods and services on time and meet quality standards.
• Compliance and Documentation: Ensure adherence to procurement policies and procedures. Ensure accurate procurement records and documentation are maintained for auditing purposes.
• Cost Management: Monitor procurement expenditures and implement cost-saving measures while maintaining quality standards.

• Supply Chain Coordination: Supervise and support the management of receiving, storing, and distributing goods and materials. Ensure efficient handling and transportation to minimize delays and costs.
• Fleet Management: Oversee the management of the organization's vehicle fleet, including maintenance, scheduling, and logistics.
• Logistics Planning: Develop and implement logistics strategies to support program delivery. Address logistical challenges and implement solutions to improve efficiency.
• Inventory Management: Ensure accurate inventory records are maintained and supplies are replenished in a timely manner.

• Infrastructure Oversight: Oversee the organization's IT infrastructure, including servers, network systems, and end-user devices. Ensure systems are secure, reliable, and meet operational needs.
• Supervision of Technical Support: Supervise the provision of IT support to staff, addressing technical issues and ensuring minimal disruption to operations. Ensure IT helpdesk services are managed to ensure timely resolution of technical problems.
• System Implementation: Evaluate and implement new technologies to enhance operational efficiency. Coordinate IT upgrades and system integrations as needed.
• Data Security: Ensure data security and compliance with relevant regulations. Implement measures to protect sensitive information and prevent data breaches.

• Office Management: Oversee the day-to-day administrative operations of the office. Ensure efficient office management, including facilities management, supplies procurement, and maintenance.
• Administrative Policies: Develop and implement administrative policies and procedures. Ensure compliance with organizational and regulatory requirements.
• Documentation and Reporting: Maintain accurate records and prepare reports related to administrative functions. Ensure timely and accurate submission of reports to the Country Representative and other stakeholders.

• Strong knowledge of HR practices, procurement processes, logistics management, IT systems, and administrative functions.
• Proven ability to develop and implement operational strategies and processes.
• Excellent organizational, problem-solving, and decision-making skills.
• Strong leadership abilities with experience in managing and motivating diverse teams.
• Proficiency in project management and financial management.

• High level of integrity, professionalism, and confidentiality.
• Strong interpersonal and communication skills, with the ability to interact effectively with staff, stakeholders, and partners.
• Proactive, results-oriented, and adaptable to changing circumstances and priorities.
• Ability to work independently and as part of a collaborative team.

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