REPORTING TO: Initially to the Operations Delegate who shall provide overall supervision and technical assistance after which it is expected that the OC shall function independently in the long run with support from the Head of Office.

PURPOSE: The Operations Coordinator will support the American Red Cross funded TTL program in partnership with Philippines Red Cross (PRC) to implement various recovery projects in Leyte.
The Operations Coordinator shall manage all non-financial support functions of the delegation in Philippines including logistics, procurement, administration, warehousing and HR.

Specific DUTIES and ACCOUNTABILITIES

Staff Supervision Responsibilities
Operations Coordinator will supervise Administration, HR, Warehouse/ Logistics and Procurement staff and provide support as and when needed for the satisfactory completion of their assigned tasks.

Specific Operational responsibilities include, but are not limited to:
1. Maintains business relationships with third party suppliers, vendors, consultants, and contractors for the delegation.
2. Other procurement –
• Oversee the tender process and ensure technical working group reports are properly written and in compliance with Philippines Red Cross procedures.
• Coordinate with BAC committee and ensure AMCROSS tenders are opened and awarded in a timely manner.
• Maintain good working relations with the BAC chairman.
1. Other Warehousing. –
• Ensure warehouse reports are generated in a timely manner.
• Close monitoring of the stocks and their movement.
• Make spot checks at regular intervals and participate in the monthly and bi-annual physical counts.
• Ensure proper storage facilities and procedures are in place to safeguard and store stocks from being damaged.
1. Key management functions
• Provide regular updates to senior management on operational issues and find solutions to resolve the issues.
• Form a part of the Senior Management Team.
• All sensitive/critical issues should be reported to Head of Office immediately and support should be provided to address these issues.
• Ensure adequate operational support to the delegation.
• Ensure proper staff and systems are in place to cater to the program needs.
1. Summarize role in procurement-
• Work closely with programs and ensure quarterly procurement plans are in place and on track.
• Review program work plans and ensure budget forecasts are in accordance with the budget and actual spends.
• Ensure payments are processed in a timely manner and coordinate with finance staff to ensure they are no bottlenecks in the process.
• Provide support to procurement staff should the encounter problems at the PRC NHQ level.
1. Administer and coordinate all activities pertaining to contract management per PRC & ARC procurement and tender procedures.
2. Oversee the delegation’s vehicle fleet including support staff (e.g. drivers, security, maintenance) to ensure an efficient operating environment for staff and visitors;
3. Oversee implementation of delegation’s security plan. Manage and coordinate security guard services for delegation offices and residences located within Leyte.
4. Ensure the management of all delegation facilities: Perform monthly walk-through of all facilities to ensure proper functioning of equipment, replacement of lighting, cables etc.
5. Provide operations briefing to all new staff
6. Manage team to ensure adherence to the records management policy.
7. Coordinate with Philippines Red Cross and other national societies to ensure smooth and effective communication on HR /administration and Logistical matters.
8. Work closely with key counterparts in PRC Procurement to ensure effective communication and coordination
9. Serve as security focal point in Leyte
10. Ensure team maintains assets register
11. Maintains and updates Field Operations Manual and ensure staff are trained in its use
12. Maintains and manages Operations Risk Register
13. Ensure relevant work plans are in place for individuals and units within his/her line management.
14. Prepare delegation for any upcoming audits both internal and external.

LATERAL RELATIONSHIPS
1. Establish and ensure effective working relationships with the other associated agencies (PNSs, NGOs, CBOs, local authorities etc. in the field)
2. Ensure and maintain professional relationships with outside entities such as suppliers, landlords, IT technicians, etc. in the field.
3. Ensure effective working relationships with PRC, ICRC, IFRC and other PNS’s counterparts and leadership.

EDUCATION AND EXPERIENCE
University Degree with professional qualification in Administration and Logistics (BBA, MBA) with sound academic background and excellent computer skills. Demonstrated leadership abilities with strong capacity to handle complex tasks independently. Experience in similar profile for 3-5 years. Experience with development sector will be an added advantage.
In the following: XX = Required or X = Preferred or blank = Not necessary
Skills and knowledge
Experience in similar profile for minimum 5 years Philippines with a company or NGO XX
Sharp analytical skills.XX
Experience in handling Administration and Logistics XX
Ability to communicate effectively verbally and in writing is essential. Strong analytical ability required. Detail oriented and an ability to work independently. XX
Demonstrated ability to take initiative and proven leadership skills XX
Languages
English (fluent): XX, Tagalog or Waray-Waray : XX
Character Qualities
Able to work in a team XX
High degree of integrity and discretion XX
Ability to advise and support XX
Flexible and adaptable to changing working conditions XX
Self-motivated, with good judgment and initiative XX
Excellent inter-personal and communication skills XX
Able to prioritize and meet deadlines XX
DURATION OF THE CONTRACT: Up to one year**
*THIS POSITION IS OPEN FOR FILIPINO NATIONALS ONLY

HOW TO APPLY:
Qualified applicants are invited to submit their resume and cover letter by email to jobs.prc.ttl@gmail.com. In the subject line of your email please state the position you are applying for, your surname and first name.
Please submit your applications via email not later than August 19th, 2016, 1700 hours, Philippines time.