Manager, Regional Operations (Africa) at Bioversity International

About the position

• The Manager, Regional Operations, is responsible for leading and managing a comprehensive array of Operations services for The Alliance in Africa.  The position works in partnership with Procurement/Logistics & Security Operations, Legal Counsel, and Information Technology teams (both in the Region and Headquarters) to ensure the development and implementation of administrative/operations strategies in the Africa region and will report to the Senior Manager for Business Operations and Finance in the Region
• The position will lead an internal team to support Operations (Procurement/Logistics, Security, Protocol, Administration) in the Region and will play an oversight role to operations associates located in the different country offices in Africa.

Key duties & responsibilities

Oversight role:

• Lead cost/benefit analysis activities in the Region, formulate and implement necessary measures including cost saving and operational efficiency improvement opportunities.
• Assist the Regional Business Operation and Finance to oversee Alliance operations to ensure compliance with respective host country agreements and monitor the proper use of privileges and immunities extended to The Alliance. This includes contributing to prepare annual reports on project activities and achievements for submission to the host governments to enable The Alliance maintains good standing with host African Governments.
• Contribute to the development, ensure the adaptation and implementation of The Alliance’s general policies and regulations in the Region.
• Actively participate in the planning and review of regional operations as a member of the regional operations team.
• Facilitate management of risk in areas that The Alliance operates in Africa by working with other stakeholders to identify and mitigate threat to avoid or lessen losses to the organization.
• Focal point for Safety and Security in Africa for all The Alliance staff and equipment, that staff operate in a safe working environment and the duty of care responsibility of the organization is always enhanced.

Procurement of goods and services:

Under The Alliance’s general policies on acquisition of goods and services, and in close collaboration with Logistics Unit, the incumbent will:

• Manage the entire procurement process for local and international purchases and recruitment and supervision of consultants for efficiency and cost effectiveness‐‐includes procurement planning, short‐listing of vendors, solicitation and evaluation of bids, contract award, contract management, and management of relationships with suppliers and consultants.
• Provide guidance, advice, and support to staff in the Africa region on policy and operational issues related to procurement and contracts.
• Develop a procurement plan in collaboration with the different project leaders, administrative assistants, and unit heads.
• Implement internal controls and procedures designed to ensure strict compliance with the Alliance procurement guidelines.
• Ensure that each Alliance office in Africa has an up‐to‐date vendor listing for the supply of goods and services and constantly research to broaden and ensure a vendor base which is not only reliable but of high quality and competitively priced.
• Analyze and evaluate information regarding vendor’s performance with regards to quality, prices, delivery, and procurement performance in respect of The Alliance requirements.
• Organize and prioritize purchases according to the nature of the request (Urgent, small items, international purchases, services etc.), assign appropriately for action and review
• Coordinate and manage the operations of the Procurement Committees in the region, and lead the Negotiation process for all major purchases
• Initiate and handle all insurance claims against the carrier or otherwise for purchases damaged or lost, and the processing of all related documents until final settlement.
• Support the audit process by providing information to auditors related to procurement and logistics matters.

Fixed Assets Management:

• Manage Fixed Assets ensuring purchases are as per procurement policy and the fixed assets database is properly updated and reconciled both in the Africa Region and at HQ.
• Manage the tagging and assignment of Fixed assets, including  re‐assignments  due to staff/asset movement.
• Manage disposal of fixed assets, including donations, sales, etc., ensuring that disposal certificates and appropriate support documents are generated.
• Ensure adherence to Fixed Assets guidelines in the region.

Logistics Management.

Under The Alliance’s general policies and regulations, and in close collaboration with the relevant Units, the incumbent will:

• Manage all aspects of vehicle acquisition and management, including purchase, registration, insurance, security, maintenance, usage monitoring and disposal
• Manage logistics operations, ensuring efficient and timely delivery of materials to the field and regional offices using the most logical and efficient means.
• Liaise with Clearing and Forwarding Agent to ensure that imported goods are cleared in a timely manner, coordinating with, and providing direct support to Administrators in the Alliance Africa Region with overseas purchases, transportation, and clearance of goods.
• Coordinate all aspects of in‐coming and out‐going personal effects of international staff, including shipment, clearance and guidance.

Operations and Program Support:

• Coordination of Identification and setting up of The Alliance operation offices in Africa by Scouting for potential facilities, and lead negotiations and contracting process.
• Coordination of operation function in Africa to provide efficient support to The Alliance and Partner programs to meet organization goals effectively.
• General office administrative matters – including office arrangement seating plan, cleanliness, repairs and maintenance, orderly arrangement of facilities, security installations and provision of offices operational supplies.
• Liaise with the Global security manager for identification and management of Risk in the region.

Protocol:

• Oversee and actively support the protocol function, including preparing applications for work permits and diplomat Identity Cards for expatriate staff and their dependents, and follow up with the Ministry of Foreign Affairs for approval.
• Administer diplomatic privileges for both The Alliance   and eligible   staff, including duty‐free purchases, VAT exemption certificates, acquisition, and registration of vehicles.
• Process visas for The Alliance staff and visitors and make protocol arrangements for visits by high‐ profile Alliance staff / visitors on a need basis.
• Preparation of annual returns to the Ministry of Foreign Affairs and manage regular communication with Government ministries related to hosting relationships.
• Negotiation of Diplomatic accreditation with Host Government with support of legal office and Managing Director
• Negotiation and facilitation of MOUs with Government organizations, hosted agencies and other institutions/stakeholders that The Alliance may need to engage and collaborate with from time to time.
• Management of hosted institutions to ensure adherences of terms of agreement as well as managing incomes generated from hosting in collaboration with Regional Business Operation and Finance and Country Representatives.

Security support:

• Focal point for institutional security for Africa region through implementation of policies and procedure that provides assurances of secure and conducive environment for The Alliance and its affiliates to operate.
• Constantly monitoring insecurity and recommending preventive   and mitigation measures on impending security challenges that may be faced from time to time.

Requirements

• Master’s degree in a relevant subject with proven procurement and logistics skills and a post graduate qualification
• At least ten (10) years of relevant work experience in a busy procurement and logistics department, preferably an international organization
• Have a good grasp of donor requirements on Procurement principles and processes.
• Good understanding of various host government protocol requirements
• Excellent written and oral communication skills. Knowledge of French will be an advantage.
• Ability with figures and experience with budgets and expenditure reports
• High level of computer skills, including excellent knowledge of Microsoft Office applications and ERP systems
• Strong leadership, decision‐making, and analytical skills.
• Effective people management skills, including the ability to establish good professional relationships.
• High level of integrity.