Contract OPERATIONS MANAGER
Job Description
The Vanuatu Society for People with Disability (VSPD) is a national wide Non-Government Organisation which assists people with disabilities to participate as fully as possible in Community life in Vanuatu. VSPD has been providing support and services for people with disabilities in Vanuatu for more than 30+ years. Our services include early intervention, community based rehabilitation, advocacy and awareness relating to disability and the rights of people with disabilities.
Due to continued growth, we are now seeking expressions of Interest for an Operations Manager who will be based in Port Vila.
Purpose of Position
The role of the Operations Manager is to oversee the implementation of VSPD’s Human Resource and Financial Systems and to oversee Logistics and Asset Management of the organisation. This work is essential to ensuring the efficient, transparent and reliable functioning of VSPD’s services and is also essential in working towards VSPD’s Vision of:
“All people with disabilities in Vanuatu are empowered to meaningfully participate in all levels of society, are independent and are fulfilling their maximum potential. They have self-respect, understand their own value and are participating as equal members of society, and accessing appropriate, quality support and services as and when required”.
Duties & Responsibilities
Human Resource (HR) Management:
- Supervise VSPD’s ancillary staff (e.g. Cleaner/s, Driver, finance officer)
- Manage the end to end implementation of VSPD Staff Manual including (but not limited to): recruitment, induction, training, payroll, performance management, dispute resolution and whistleblowing policies and procedures in the absence of an HR officer
- In consultation and collaboration with VSPD staff, review, revise and update VSPD policies and processes to meets the needs of the organisation and key stakeholder requirements
Financial Management:
- Work alongside the Finance Officer to implement the VSPD Finance Manual
- Provide regular financial updates and/or reports prepared by Finance officer to the Program Manager and Executive Director for submission by the Executive Director to VSPD Board, donors and other relevant stakeholders
- In consultation with the Finance Officer review VSPD’s Finance Manual quarterly and make any necessary recommendations for alterations to the Senior Management Team and VSPD Board
- In the absence of the Program Manager, act as the operational co-signatory on nominated VSPD accounts
Logistics and Asset Management:
- Represent VSPD at all relevant meetings related to organizational assets
- Liaise with volunteers, clients and contractors (e.g. bus drivers, caterers, Security Services etc..) to secure services to support and enhance the work of VSPD (building maintenance, special events, general activities etc..)
- Lead the co-ordination and delivery of services to support VSPD’s scheduled Outreach Programs and adhoc Disaster Response activities
- Manage VSPD’s Mobile Device Services inventory end to end, including: attending MDS Partner meetings, contract negotiations and compliance, shipping, customs clearance, stock distribution, record management
- Ensure regular, ongoing maintenance of VSPD’s assets, including: transport, land, office building, grounds maintenance and upkeep of fixtures and fittings
- Assume responsibility for VSPD’s internal IT resources (computers, laptops, phones etc..), program licenses and usage (e.g. Dropbox) and liaise with external contractors for required IT solutions
Administration Management:
- Act as the initial point of contact for VSPD’s email, post, phone and Reception
- Monitor and maintain sufficient stationery and required resources
- Oversee the room hire, services and income generation of VSPD’s Conference Facility
- Co-ordinate VSPD’s bookings and scheduled use of radio and print media
- Work with the Executive Director and Program Manager to write proposals when required
Required Skills and Experience:
- Qualification and/or experience in Business and/or human resource management, including procedure development and implementation
- Financial qualifications and experience in accounting software
- Experience managing staff and exposure to community development and/or aid programs
- Exercise sound judgment and discretion pertaining to additional tasks and responsibilities required to be undertaken as part of this Senior Management role
- Accept reasonable orders and carry out additional tasks as directed by supervisor
- Ability to and willing to travel throughout the country to carry out the job responsibility
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