Maadi, Cairo, Egypt
Thursday, January 4, 2024
About the job
The Operations Manager is responsible for all operations in Takween, which includes logistics, procurement, stock management, asset management, and office Admin. The Operations Manager is responsible for planning and managing the successful procurement of all commodities and products, working closely with Senior Management and administrative support staffs, and backstopping program and administrative staffs in field offices. The Operations Manager reports to and is supervised directly by the Operations Director.
Key Result Areas
Duties of the Operations Manager include, but are not limited to:
Maintaining a procurement calendar for projects.
Working with program and technical staffs at the field and home offices including the Project Manager to plan all procurement.
Receive, coordinate, process order requests from field tea.
Preparing and issuing bid documentation to qualified vendors.
Managing quality assurance procedures in conformity with donor requirements.
Negotiating pricing and payment terms.
Managing procurement request/authorization processes.
Managing the bid review and selection process.
Managing purchasing, payment (in conjunction with the Finance Department), logistics planning and organization and follow-up.
Manage efficient and cost-effective shipment of all procured items.
Manage Excel procurement tracking system and processes and ensuring that up-to-date procurement documentation is posted to the web for review by the Project Manager and the field office.
Ensure that paper-based filing system is kept current.
Provide technical assistance and backstopping to the field offices procurement officer.
Maintain a database of reliable suppliers for different categories of supplies and services.
Ensure fully and transparently documentation through purchase requests, purchase orders, request for quotation, invoices and delivery reports.
Periodically Review procurement documentation and check for accuracy and compliance with Takween policies and procedures and quality standards.
Ensure that all offices and Takween properties are well maintained and running.
Assure a good functionality and usability of the IT system.
Maintain oversight of efficient and cost-effective management of all external workshops, meetings and events.
Manage office cleanliness and storage area.
Maintain oversight and ensure timely payments of invoices related to office and facilities management.
Maintain oversight of efficient and cost-effective local travel and transport related activities (taxis, fleet and rental vehicles) for staff locally and visitors from abroad.
General management of vehicles under the sub-office.
Support the transportation needs of program and office staff are met.
Ensure all vehicles are safe and road-worthy and drivers observe road safety rules.
Manages the daily operation and administration of the warehouse(s).
Ensure materials are received, stored, shipped, and reported in accordance with established procedures and Government guidelines/regulations. Travels to field sites to receive and inspect goods delivered directly to the field.
Maintain a complete, accurate and up-to-date inventory list and stocks.
Maintain an accurate, complete and up-to-date inventory list.
University degree in business administration, humanities, accounting, economics or in another closely related field.
Procurement degree/certificate is desirable.
Excellent procurement and logistics knowledge and skills.
Full understanding of procurement policies and forms.
At least 15 years of experience in logistic, private sector or with NGOs or related organisations.
Experience in dealing with governmental authorities and NGOs’.
Office administration and/or management experience.
A logical and systematic approach to work.
Good time management ability.
The ability to solve problems and make decisions, as well as think laterally and offer creative solutions.
Computer skills (Excel, word).
Excellent oral & written communication skills in both English & Arabic.
Strong interpersonal skills, ability to interact effectively with partners and other relevant stakeholders.
Highly detail-oriented, organized, and able to handle multiple projects at once.
Excellent to plan and manage deadlines.
Able to work under pressure.
Strong interpersonal skills.
Willingness to continuous learning and personal development.
Relates well to others, pays close attention to others when they are speaking.
Upholds ethics and values, demonstrates integrity.
Maintains continuous open and consistent communication with others.
Maintains good relationship with all parties during negotiations.
Develops alternative solutions and plans to solve problems, analyzes situations & recommends possible solutions to overcome them.
Takes responsibility for own work.
The Operations Manager will work in Maadi Office, Cairo.
Takween Integrated Community Development (Takween) is an urban development firm established in 2009 in Egypt by a dynamic team with extensive experience, in response to a foreseen growing demand for innovative urban solutions in a world where it is predicted that by 2030, 60% of the world’s inhabitants will be living in urban centers. Takween specializes in the development of integrated packages in urban development services and solutions to support and complement efforts of tackling urban challenges. Takween provides project planning, design, and implementation services to a range of local and international clients. Takween fields of interventions include integrated urban development and upgrading, heritage management and conservation, community development and mobilization, participatory design and planning, and construction activities.