AIRD Operations Manager and Chief Mechanic

Reports to: The Country Program Director (CPD) or the officer in charge during his/her absence

The Operations Manager and Chief Mechanic will be responsible for:

The overall responsibilities of the Operation Manager/ Chief Mechanic is to oversee the logistics (fuel, fleet, warehouse, workshop) and supply chain operations of the country program office including any construction that may be taking place within the Program. He/She will create and oversee the implementation of tools utilized in the field with the aim of enhancing operational effectiveness. Identification of field operational solutions that will improve productivity is also part of his responsibilities. He also oversees the implementation of best practices in the field that are likely to make the overall supply chain of the firm more efficient.

General Duties

  • Ensure that all staff understand the Procurement and Logistics SOPs and ensure that both are fully implemented within the operations
  • Participation in the preparation of the program budget
  • Develop and maintain good relationships with all partners and potential donors in the area of operation
  • Take all necessary measures to motivate staff and build strong team spirit at all levels
  • Supervise support staff to improve quality and efficiency of administrative matters
  • Make monthly monitoring and report to actively contribute to the narrative contractual, financial and other specific reports
  • Endeavours to ensure that a strong and functional participatory management system is in place and that the image of AIRD in the country is consistent with AIRD’s mission, vision and values and protects AIRD's interests and assets
  • Maintains regular and transparent communication with CPD and CMT in a spirit of shared successes and joint problem solving
  • Any other tasks as directed by management

With regard to the workshop and fleet, the Operations Manager and Chief Mechanic shall be responsible for:

  • Direct, mediate, support and lead all matters relating to the garage
  • Update, organize and define the objectives of staff in the garage by defining the responsibilities according to the activity level of the garage
  • Take appropriate actions to improve workshop performance in accordance with the expected results and available means
  • Implement and monitor workshop repair and maintenance activities
  • Ensure, during repair service, that a log book is updated every journey, is kept in each vehicle and is regularly scrutinized for accuracy and legibility. This includes verifying if all service periods are reflected on the log book
  • Efficiently organize and be transparent in the procurement of spare parts in the sub delegation
  • Ensure that the garage management procedures and those of the management of spare parts are properly implemented at all levels
  • Oversee the distribution and management of the fuel for the vehicles and generators
  • Recommending service intervals for each vehicle
  • Maintenance is carried out timely, with due regard for the safety of all concerned and the operations expected by the client
  • That all the garage’s operating costs connected to the vehicles are correctly and timely budgeted, accounted for and reported appropriately in accordance with project guidelines.
  • That the vehicles managed in the garage move only with official permission, and only with persons authorized by management. That vehicle movement is controlled to produce effective and timely delivery of services to the client and beneficiaries
  • That road license on all vehicles is renewed timely, and that updated documents are carried in each vehicle
  • That third party insurance is affected timely, and that documents are maintained in each vehicle
  • That drivers comply with the laws of the country they are operating in at all times, and at all times act with courtesy, good manners and appropriate respect
  • That fuel for each vehicle is monitored, recorded and accurate reports submitted timely as required
  • Make sure that drivers are properly informed of any new legislation, local bye-laws, project guidelines and other information relevant to their duties timely and effectively
  • That drivers and driver’s assistants are regularly assessed and mentored in their duties, health and behavior, and that recommendation are made to management without delay
  • Other work as delegated

With regard to warehouse and fuel management, the Operations Manager and Chief Mechanic shall be responsible for:

  • Ensure that management of the warehouse and its items are monitored and properly distributed
  • Ensure the management of the fuel is monitored and properly accounted for
  • Ensure that management is made aware of any issues that partner may have communicated with regard to the operation of AIRD in the country, so that timely action may be taken
  • Ensuring that the Country Program Director and/or the OIC have timely & accurate information regarding the operation
  • Oversee the operations of the garage, fuel, and warehouses

Required Languages

Must be conversant in French and English (written and spoken)

Minimum Qualifications

  • Accredited degree in technical mechanics or a similar field
  • At least 5 years of managerial or supervisory experience required
  • Good working knowledge of warehouses and fuel systems
  • Proficiency with computers including Microsoft Word, Excel, and Power point required
  • Willingness to travel as necessary, work the required schedule, work at different locations as required
  • Strong analytical, communication and problem solving skills is necessary along with capacity to identify and articulate potential problems and provide possible solutions in concise and clear manner
  • Experience in working with international development partners, international nongovernmental organization (INGOs) and donors (in particular UNHCR experience) is an asset

Knowledge, skills and abilities

  • Knowledge of program management
  • Knowledge of donor groups and/or issues related to the program area

Personal characteristics

The Operations Manager and Chief Mechanic should demonstrate competence in some or all of the following:

  • Behave Ethically: Understand ethical behavior and practices, and ensure that own behavior and the behavior of others is consistent with these standards and aligns with the values of the organization
  • Build Relationships: Establish and maintain positive working relationships with others, both internally and externally, to achieve the goals of the organization
  • Communicate Effectively: Speak, listen and write in a clear, thorough and timely manner using appropriate and effective communication tools and techniques
  • Creativity/Innovation: Develop new and unique ways to improve operations of the organization and to create new opportunities
  • Focus on Donor Needs: Anticipate, understand, and respond to the needs of internal and external donors to meet or exceed their expectations within the organizational parameters
  • Foster Teamwork: Work cooperatively and effectively with others to set goals and build teams resolve problems, and make decisions that enhance organizational effectiveness
  • Lead: Positively influence others to achieve results that are in the best interest of the organization
  • Make Decisions: Assess situations to determine the importance, urgency and risks, and make clear decisions which are timely and in the best interests of the organization as authorized
  • Organize: Set priorities, develop a work schedule, monitor progress towards goals, and track details, data, information and activities
  • Plan: Determine strategies to move the organization forward, set goals, create and implement actions plans, and evaluate the process and results
  • Solve Problems: Assess problem situations to identify causes, gather and process relevant information, generate possible solutions, and make recommendations and/or resolve the problem
  • Ensuring value for money i.e. program/project monitoring
  • Ability to work under hardship environment and with minimum supervision

Mode of application

Please send your application letter stating your qualification and experience, and why you’re suitable for the position, together with your C.V.  by email to info@airdinternational.org. Deadline is Friday, August 10th, 2018. In the subject line please note: Application for the post of Operations Manager

Please note that only shortlisted candidates will be contacted.

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