Sr. Manager Operations - Plan India

JOB DESCRIPTION

Senior Manager Operations (Admin., Legal and ICT)

Plan India, Country Office, New Delhi

1. POSITION VACANT:  Senior Manager Operations (Admin., Legal and ICT)

2. BACKGROUND:

Plan India is a part of Plan International, one of the world\'s largest child centred community development organisations. The basis of Plan’s work lies in its commitment to the principle of equality and rights, developing the capacity of civil society to enable them to meet their needs and replicating successful models that have worked.

Plan is looking to recruit motivated development practitioners to share Plan’s vision is of a world in which all children realize their full potential in societies, which respect people’s rights and dignity. Plan is an equal opportunity employer and qualified women candidates are encouraged to apply. Plan’s policies and procedures reflect the organization’s commitment to child rights and child protection.

For further details about Plan India, India, please visit http://planindia.org/

Job Purpose:

This is a senior level position responsible for supervising, strengthening and managing the operations portfolio in the organisation.  The incumbent will be responsible for planning, supervising and controlling the delivery of administrative, logistical, ICT (Information Communication & Technology) and legal services. This includes formulating policies and guidelines, managing daily operations, and planning administrative services. The Senior Manager Operations will also address the skill development needs of the team directly reporting to the incumbent. S/he will develop, refine and implement Operations strategy and lead the team towards a strong performance oriented approach. S/he will be responsible for the management of the overall quality and efficiency of operations.

Leading and Developing Team

(1) To provide leadership, direction and support to the Admin and ICT (Information Communication & Technology) team.

(2) Be an inspirational leader and cultivate a culture of collaboration, respect, innovation and winning mentality, besides other core values.

(3) Secure and develop talent to respond to short- and long-term business requirements and establish competitive advantage.

(4) Ensure procedures and standards are applied consistently.

(5) Manage staff, prepare work schedules and assign specific duties.

(6) Ensure Plan India’s performance management procedures and standards used to induct, manage and develop staff members are adhered for development of operations team.

(7) Lead employee development to ensure that the operations team maintains high-caliber talent

(8) Supervise and coach ICT Manager & Admin Manager on a weekly basis

(9) Manage and Lead 21 steps hiring process for vendor/consultant engagement for various departments    

Operations & ICT (Information Communication & Technology) Management:

(1) Improve the operational systems, processes and policies in support of organizations mission -- specifically, support better management reporting, information flow.

(2) Manage and increase the effectiveness and efficiency of Support Services (ICT and Admin), through improvements to each function as well as coordination and communication between support and business functions.

(3) Organize purchase processes for all required materials and assets in the across Plan India Country and State Offices;

(4) Oversee the administration and maintenance of fixed assets and other property belonging to the organization;

(5) Lead, manage and coordinate the lease, preparation and maintenance of the required office space for the Country Office;

(6) Oversee the implementation of procedural & policy changes in ICT and Administration department to improve Plan India’s operational efficiency

(7) Design and implement office policies by establishing standards and procedures; measuring results against standards and make necessary adjustments

(8) Maintain office services by organizing office operations and procedures; design filing systems; review and approve supply requisitions.

(9) Enhance office efficiency by planning and managing office systems, layouts, and procurement

(10) Monitor and manage vendors/agencies to ensure that they efficiently and effectively provide needed services while staying within budgetary limits.

(11) Oversee activities directly related to business support.

(12) Play a significant role in long-term planning, including an initiative geared toward operational excellence.

(13) Lead and Oversee development of ICT and Admin budgets

(14) Determine how to allocate budgets and how to account for the same.

  

Procurement Management:

(1) Prepare annual procurement plan for all procurement related (program and non program) as per approved budget in consultation with the program team and finance team linking the same with the program implementation calendar, and quarterisation of budget

(2) Implement all procurement activities well in advance as per approved budget and annual procurement plan.

(3) Oversee the procurement process and ensure that the procurement is completed in time and in a very cost effective manner for goods and services.

(4) Lead the bidding process in case of high value procurement. Make sure all the requirement as per the bidding policy are followed to ensure transparency

(5) Arrange and follow Plan India’s purchase / procurement policy and purchase /procurement guidelines  and norms for all type of procurement (goods and services)

(6) Work with purchase committee for all purchase as per the organization policy,

(7) Train the India Country Office and State Office teams in understanding Plan India’s procurement requirements.

(8) Lead and manage the market survey in order to assess the market trends and to know average costs of material/items needed by Plan India, availability of types of goods/materials and services and share the same to the management.

(9) Undertake field visits to understand the nature of suppliers in the field area (i.e.  When procurement happens in the field).

(10)  Recommend deviations with alternate procedures to the management wehere Plan India processes cannot be implemented.

(11)  Maintain market price/rate of all goods/materials generally purchased by Plan India.

(12) Obtain and maintain, the general practice of procurement process in other similar organization and local government,

(13)  Ensure Plan India’s procurement norms are accordance with the local statutory requirement. Any difference should be brought to the attention of the management,

(14) Ensure vendors/suppliers list with their contact details is maintained and updated on regular basis

(15) Ensure procurement files are maintained in an appropriate fashion and order including – requisition, quotes/bids, comparison, evaluation, approval, contract/purchase order, delivery note etc. for each purchase.  

Warehouse Management:

(1)  Oversee the overall management of the warehouse,

(2)  Ensure that the warehouse is being managed as per the standard guidelines, the goods are being kept in the proper manner and recorded in the warehouse inventory. Ensure that the inventory is up to date all the time – a proper check in and check out system is placed and maintained all time and it is adequately documented

(3)  Supervise and oversee the work of the warehouse staff,

(4)  Ensure the goods are packed and dispatched to the final destination as per the schedule and requirements

(5)  Make sure that the goods are safe and secured against damaged including insurance coverage  

Logistical Responsibilities:

(1)  Ensure a high quality service in the communication with external customers and clients through reception, telephone response, mail reception and dispatch;

(2)  Supervise and coordinate the booking-system for local, national and international travel and transport;

(3)  Define minimum standards and maximum amounts for travel-related accommodation and subsistence expenditure;

(4)  Elaborate and regularly update essential information on available venues for accommodation and events in key cities;

(5)  Provide leadership and support in logistical matters to other departments in the organization of events and public activities.  

Security Management

(1)  Be the focal point of contact for all security policies and issues

(2)  Ensure implementation of security rules for Plan staff

(3)  Responsible for office premises security

(4)  Ensure all staff who are travelling from the India or coming to the India are aware of the security issues, i.e. current security situation if necessary, and then also keep a log of the flights etc of all the people travelling for Plan India in the country, if possible.

(5)  Issuing security advisory to staff travelling to/ within/outside India

(6)  To promote the development of appropriate security information networks relevant to all Plan India teams working in India.

(7)  Ensure collection and dissemination of relevant security information thus enabling Plan India to manage security effectively.

(8)  Ensure security information is recorded and analysed regularly, and provide regular, concise and clear verbal and written security updates

(9)  Ensure functioning of security management system is in place for India.

(10)  Ensure development of appropriate and user friendly India Security Guidelines and Local Security Guidelines for all state office and PMU’s.

(11) To support managers in the implementation of agreed security procedures ensuring that all staff are familiar with and adhere to these guidelines and are fully informed about any changes in security levels or procedures.

(12) To assist the state office security focal points in the programme areas to develop effective security briefings for new staff and visitors.  

Legal Responsibilities:

(1)  Manage all Service and Purchase Contracts with external contractors;

(2)  Lead the Negotiation and management of lease-agreements in the name of the organization;

(3)  Support other departments in the elaboration and revision of agreements with partner organizations;

(4)  Liaise with Government authorities /agencies in order to maintain smooth functioning of Plan’s work in the country;

(5)  Coordinate with legal advisor for all agreements other than the labour contracts.

(6)  Serve as primary liaison to legal counsel in addressing legal issues e.g. copyright, antitrust, governing instruments, partnerships, licensing etc.

(7)  Oversee organizational insurance policies.  

Other Responsibilities:

(1)  Elaborate and monitor the annual budget for administration for the whole organization;

(2)  Suggest innovations in systems and procedures in order to minimize costs and increase effectiveness of Plan’s processes;

(3)  Support and instruct other parts of the organization in the application and compliance with the respective policies and procedures (Field Operations Book).

(4)  Ensure effective handling of petty cash system.

(5)  Support Director Finance & Operations in Risk Management  

Experience, Knowledge, Skills and Competencies required:

(1)  Post Graduate with minimum 10 years progressive experience in administration function of middle to large scale organization. Atleast 3 year’s experience of leading ICT & Admin functions.

(2)  Experience in an International Development Organization would be an advantage.

(3)  Excellent lateral co-ordination and resourcefulness traits

(4)  A very thorough understanding of different communication preferences – of different people, dealing with a wide range of stakeholders and being comfortable with a bi-lingual mode of expression.

(5)  Experience in leading work-teams.

(6)  Should be high on ethics

(7)  Effective communication and team-work – polite yet firm with speech

(8)  Ability to manage multiple functions – ICT and Admin.

(9)  Proven experience of technical security expertise.

(10) Should possess knowledge of laws, legal codes, court procedures, precedents, government regulations, executive orders, agency rules, and the democratic political process.

(11) Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.

(12) Knowledge of business and management principles involved in strategic planning, resource allocation, and coordination of people and resources.

(13) Knowledge of relevant policies, procedures, and strategies to promote effective local, state, or national security operations for the protection of people, data & property.

(14) Ability to Motivate, develop and direct people as they work, identifying the best people for the job.

(15) Ability to Manage own time and the time of others.

(16) Ability to Monitor/Assess own and teams performance to make improvements or take corrective action.

(17) Ability to consider the relative costs and benefits of potential actions to choose the most appropriate.

(18) A patient listener and ability to translate conversations into documentary records. Have methodical and systematic follow-up skills.

(19) Overall, ability to work in a cost effective manner would be an added advantage. Ability to work under pressure calmly is essential.

(20) A pleasant personality with a go-getting attitude with a result orientation would be preferred.  

Languages:

Speaks, reads, and writes English and Hindi fluently. Knowledge of any other Indian language would be preferable.

Travel Requirements:

Incumbent will be expected to travel below 30% of the contributory time.  

Compensation and Employment:

Plan is an equal opportunity employer and qualified women candidates are encouraged to apply. Our policies and procedures reflect our commitment to child rights and child protection.

6. LOCATION: The position will be based at New Delhi.

7. REFERENCE:     SMO-PLAN

8. CONTACT INFORMATION:

Senior Consultant

Strategic Alliance Management Services P Ltd.

1/1B, Choudhary Hetram House, Bharat Nagar

New Friends Colony, New Delhi 110 025

Email: smo-plan@sams.co.in

9. LAST DATE FOR APPLICATIONS:

Eligible candidates interested in this position are requested to apply to smo-plan@sams.co.in   with a cover letter, discussing their interest in and suitability for the position, along with an updated resume, giving details of three references, current cost to organisation and expected compensation, by or before March 5, 2014.